Senior Client Accounts Specialist

Chapman and Cutler LLP is seeking a motivated Senior Client Accounts Specialist to join the Financial Management Department. This role oversees the life cycle of the billing and collections cycle for designated portfolios of client matters, ensuring proper and accurate client account setup, billing, collection arrangements, and inventory management.

About the role

The Senior Client Accounts Specialist supports complex billing for clients and practices, acts as a mentor and advisor for other members of the Client Accounting team, and develops strong collaborative relationships with attorneys throughout the full cycle of the client invoicing process. The position requires an in-office presence but includes flexibility for some remote work.

Responsibilities

• Own the billing and collections cycle for designated portfolios of client matters.
• Establish, foster, and maintain professional and collaborative relationships with attorneys, business team personnel, and clients to ensure compliance with both attorney and client specifications.
• Review rates for accuracy, ensure fee arrangements align with the client’s outside counsel guidelines, monitor fee caps, tier discounts, and matter budgets; escalate potential issues (e.g., delayed billings, exceeding fee caps).
• Manage the prebill to final bill process; ensure Matter Billing Partners (MBP) receive accurate prebills and return them in a timely manner.
• Prepare and submit finalized bills/eBills in the appropriate template format, adhering to attorney and client specifications; ensure final bills are submitted to the client and posted in the finance system.
• Ensure disbursements are properly documented and included on invoices; facilitate write-downs/offs and time transfers per the firm’s governance policies/processes.
• Demonstrate familiarity with all e-billing platforms and a solid understanding of electronic billing processes, including:
  • Reviewing and verifying billing data for accuracy and compliance with client policies.
  • Addressing and resolving issues, rejections, or discrepancies for electronically submitted invoices.
• Conduct training for the billing team on new functionality, policies, or changes requested by the firm, practice, or clients.
• Initiate and facilitate regular meetings with Partners on their inventory; provide an overview of aging by client/matter for billing partners’ portfolios.
• Provide proactive feedback on billing/eBilling issues, suggest improvements, and offer guidance on complex billing situations.
• Monitor invoices for approval and/or payment; keep attorneys updated on status, including contacting the client when necessary.
• Concisely communicate arrangements with MBPs and clients regarding their matters; provide clients with requested information on special billing or collection arrangements; respond to all related inquiries.
• Respond to inquiries about accruals, billing, and payment information; recommend solutions based on billing trends relating to realization; prepare ad hoc reports upon request.
• Prepare effective monthly billing and collections forecasts for assigned portfolio.
• Maintain an updated prebill status report; ensure the system reflects the current status for all prebills.
• Establish effective back-up support processes (cross-training and knowledge transfer) to ensure seamless support for all portfolio matters; ensure adequate coverage when out of the office or after hours.
• Participate in continuous improvement of processes for own portfolio and the Client Account Specialist group; offer constructive recommendations and solutions; propose streamlined processes; actively solve problems.
• Perform other duties as assigned.

Requirements

• Bachelor’s degree required; Accounting, Finance, or Business degree preferred.
• Minimum five (5) years of dedicated specialized billing, collections, or account management experience.
• Law firm or professional services background preferred.
• Experience with Aderant preferred.
• Hands-on experience performing complex accounting analysis.
• Strong attention to detail.
• Excellent written and verbal communication skills.
• High level of business acumen and ability to organize time, prioritize workload effectively, and work independently.
• Talent for delivering client service through teamwork and strong ability to communicate effectively with lawyers, business team employees, and peers.
• Experience working independently, within cross-functional teams, in a collaborative, professional environment.
• Ability to assess pertinent information, anticipate issues and outcomes, and make effective decisions.
• Ability to exchange information, present ideas, prepare accurate and detailed work product, and report in a clear and concise manner.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Basic math skills to perform billing and reporting tasks.
• Excellent critical thinking and problem-solving skills.
• Ability to focus attention on a task for extended periods.
• Ability to use reasoning consistently to reach conclusions.
• Committed to following all firm security protocols and maintaining information security.

Pay

In accordance with the Illinois Transparency Law, the expected salary range for this Illinois position is between $74,000 and $117,000.

Benefits

The benefits overview for this position is available for review at the provided link.