Collections Specialist

About the role

A Collections Specialist supports the Collections Supervisor in overseeing collections firm-wide, including developing and improving collection processes and procedures.

Responsibilities

• Understand the billing process to research unpaid invoices questioned internally or by clients.
• Work with firm attorneys and clients to facilitate payment of billings.
• Inquire with billing timekeepers to reach out to clients on delinquent invoices.
• Make soft calls to client payables departments to check the status of unpaid invoices.
• Provide copies of invoices as requested to aid in collection efforts.
• Facilitate A/R “Surveys” using the firm’s survey tool to gather attorney feedback on payment status; coordinate with billing and collections departments.
• Understand client-provided counsel guidelines and work with billing to configure them in Aderant; collaborate with intake and ethics partners where needed.
• Establish payment plans within guidelines if full payment is not possible; coordinate with the Collections Supervisor, Manager of Client Accounting, and CFO.
• Support the Collections Supervisor when working with collection agencies to identify or manage accounts.
• Follow up on aged e-billing accounts receivable using reporting tools in BillBlast, Aderant, and ARCS.
• Work closely with the billing department to ensure proper follow-up from billing to collections, including escalating issues as needed.
• Assist the Collections Supervisor with firm-wide collection and cash receipt issues, including developing improved follow-up procedures.
• Support the Manager of Client Accounting with day-to-day collection processes in the absence of the Collections Supervisor.
• Help develop and communicate firm-wide collections policies and procedures.
• Independently resolve unique collection situations requiring special attention, with input from the supervisor.
• Work with the Collections Supervisor to meet firm-wide department performance goals, including promptly identifying and resolving (or escalating) issues.
• Monitor clients requiring special handling (e.g., contingent cases, bankruptcies, real estate closings, fee petitions, alternative fee arrangements, credit reviews) and ensure appropriate collection efforts are completed.

Requirements

• 2–5 years of experience in a billing and/or collection function.
• Law firm experience strongly preferred.
• Excellent customer service skills and telephone etiquette.
• Regular attendance and punctuality are essential.
• Strong interpersonal skills to communicate effectively with a diverse group of employees.
• Ability to adjust work schedule as required.