Billing Supervisor

The billing supervisor plays a critical role in the revenue cycle of the firm by overseeing a group of billing coordinators who are managing the unbilled inventory for a subset of the firms' partners and clients. Additionally, the billing supervisor will have some portion of the unbilled inventory management responsibility assigned to him/her directly. The supervisor will work under minimal supervision to ensure his/her bills, and those of the billing coordinators, are completed in a timely and accurate manner.

ROLE RESPONSIBILITIES:

1. Supervises a group of billing coordinators in one or more offices:

* Ensures that billing workloads are appropriately weighted and balanced
* Identifies areas for additional training to ensure that skill levels are uniform across the different roles
* Monitors unbilled balances of team members and ensures timely billing of unbilled balances
* Oversees monthly billing incentives to ensure billing team is being proactive and partners are achieving their incentives and the firm's billing target
* Ensures that team members follow established workflow processes for unbilled balances from proforma creation through invoice collection, including necessary reviews and approvals, addressing rejected invoices as well as well as working with lawyers and their secretaries to obtain LEDES IDs
* Provides assistance to team members and troubleshoots issues that are escalated to him/her
* Participates in interviewing as needed for hiring new team members
* Onboards new billing staff as needed and ensures that they continue to build on their knowledge after initial training
* Conducts annual performance evaluations; escalates performance issues as needed
* Consistently provides feedback to staff and coaches and mentors them

2. Manages the unbilled balances for an assigned group of lawyers/clients:

* Ensures consistent and regular communication/meetings with lawyers around aged balances
* Identifies and elevates problem accounts to management and works with management to influence lawyer action

3. Maintains a thorough knowledge of client billing and payment terms, discount arrangements, lawyer and client preferences while managing the complete billing process for assigned lawyers / clients. Ensures that:

* Bills are issued timely and accurately, inclusive of client terms and discounts
* Best practices are used to create, present and distribute client bills
* Client and lawyer preferences are appropriately considered
* Compliance with firm guidelines is maintained
* E-Billing invoices are submitted via the eBillingHub to the various vendor sites in a timely fashion
* Bills are presented professionally, and appropriately represent the Ropes & Gray image

4. Makes recommendations for write-offs of aged or disputed balances where appropriate

5. Works with lawyers to monitor case budget worksheets and/or reports as well as assist with obtaining amounts for accruals

6. Makes recommendations to management on strategies for improving internal processes that maximize productivity and quality of work

7. Works with the Senior Manager and Assistant Managers of Billing to develop standard processes and procedures for all phases of the billing cycle; collaborates with other Supervisors and Billing Team Leads

8. Maintains current documentation of procedures and provides updates to team

9. Works on special projects related to billing activity and inventory balances

OTHER RESPONSIBILITIES:

* Participates in firm-wide and departmental projects and initiatives, for example reporting for Practice Group Leaders (PGLs)
* Performs other duties as assigned
* Occasional travel to other offices may be necessary

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

* Minimum of three years of experience supervising all or a portion of the billing function in a professional services environment
* Demonstrates exemplary customer service and excellent verbal, written, leadership, and interpersonal skills
* Bachelors degree in business, accounting, or finance preferred
* Demonstrates proficiency with 3E, Elite, or Aderant
* Demonstrates proficiency with MS Excel spreadsheets, including advanced features such as vlookup, pivot tables, charts and graphs and formulas; proficiency in MS Word and PowerPoint

WORKING CONDITIONS:

* Incumbent is expected to work the hours necessary to fulfill the responsibilities of the position. It is likely that this role will require more than standard hours during month and year-end closings and during special projects.
* The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of responsibilities and requirements.