Billing Specialist

Overview

The Billing Specialist position supports billing activities for a specific Practice Group(s) and the Billing Partners within that group(s).  The Billing Specialist should have a basic understanding of the legal services provided within their practice group(s) and how they translate into the revenue cycle.  Primary responsibilities include processing client invoices, monitoring the unbilled inventory, and responding to requests.

Responsibilities

• Ensure clients/matters are setup in accordance with client and Partner requirements/preferences; necessary e-billing task/activity codes, matter ID and/or budgets are incorporated in matter details; alternative fee arrangements (AFAs) are setup where applicable; setups are compliant with client’s billing requirements (i.e. time increments, frequency, invoice(s) template); updates are made as needed.
• Review, analyze and ensure compliance with client’s Outside Counsel Billing Guidelines. Ensure proformas and invoices are processed accurately and efficiently in accordance with the client’s fee agreement and Outside Counsel Guidelines while keeping with firm policy. 
• Document and update Partner & client billing protocols as needed. 
• Prepare and forward proformas to billing attorney for review and approval; perform revisions to proformas per partner instructions including, but not limited to, time descriptions, transfers, and write down/off of unbilled time/costs; finalize and post invoice(s) in firm financial software.
• Prepare, transmit and ensure successful submission of e-bill(s); work with Ebilling team to resolve rejection issues; monitor and report on status when necessary.
• Troubleshoot client invoice related issues, such as: e-billing questions/problems, provide back-up for billed expenses, etc.
• Respond to client inquiries/questions in a timely manner and escalate issues as needed to Lead or Manager as needed.
• Continually monitor WIP, aged A/R, and unallocated; proactively communicate with team, and assigned Partners as requested to review inventory, including on-account invoices to ensure WIP is relieved in a timely and accurate manner.
• Communicate and effectively work with attorneys and other administrative departments within the Firm to provide a solution oriented customer service experience.
• Confirm compliance with the firm’s accounting, billing and collection policies, and ensure integrity of the firm’s financial and operating information.
• Prepare various reports and analyses, as requested.
• Provide coverage during absence of other team members.
• Other responsibilities within the billing/collection function as they may be assigned from time-to-time.

Qualifications

• A Bachelor’s degree or equivalent is recommended; preferably in Accounting or Business.
• 3 years’ experience in a large law firm billing department or comparable industry.
• Proficiency in Elite Enterprise or 3E preferred; experience with Design Gallery, ARCS, Target*Cash, Intapp Open and Intapp Time is a plus.
• Experience with BillBlast, eBilling Hub and E-Billing vendor sites preferred.
• Proficiency in MS Outlook, Word, Excel, and Power Point.
• Strong written and verbal communication skills.
• Ability to work independently and with a large team, and meet strict deadlines; detail oriented.
• Flexibility with overtime when necessary.