Billing Specialist/Operations Assistant

Schwartz Hannum PC is a fast-paced, entrepreneurial, management-side labor, employment, and education law firm based in Andover, Massachusetts, but with a dynamic, nationwide practice. We recruit skilled and dedicated support staff professionals to help achieve and maintain the highest level of client service.

Schwartz Hannum PC’s committed management team, legal professionals and administrative support staff serve as the foundation of the Firm’s success. Employment at Schwartz Hannum PC is a great opportunity to join a team of dedicated, professional individuals.

SUMMARY:

In collaboration with the Billing Manager, the Billing Specialist is responsible for efficiently executing the billing process for the legal services provided by the Firm. This role involves creating accurate and timely invoices, tracking billing records, and collaborating with attorneys and clients to ensure prompt payment. The Billing Specialist plays a crucial role in maintaining financial transparency and supporting the Firm’s financial operations. During billing cycle down time there will be an opportunity to work on various Operations and IT related projects with the Director of Finance and Operations.

Initial in person training with virtual/hybrid options by mutual agreement thereafter, if desired.

KEY RESPONSIBILITIES

1. Invoice Generation:

• Prepare and generate invoices for legal services, ensuring accuracy and compliance with client billing guidelines.
• Review and edit invoices to correct errors or discrepancies, if necessary.

2. Billing Records Management:

• Maintain organized and up-to-date billing records, including time and expense entries, client information, and billing history.
• Resolve discrepancies or issues related to billing records.

3. Client Intake:

• Conduct conflicts checks and prepare engagement letters.
• Prepare, track, and manage client accounts.

4. Client Communications:

• Address client inquiries and concerns regarding billing matters professionally and promptly.

5. Time and Expense Tracking:

• Collaborate with attorneys to gather information regarding billable hours and expenses.
• Allocate time and expenses to the appropriate client matters.

6. Billing Guidelines:

• Familiarize yourself with client-specific billing guidelines, including insurance guidelines, and ensure adherence to these guidelines when creating invoices.

7. Accounts Receivable and Collections:

• Manage accounts receivable on a daily basis.
• Communicate with clients to resolve payment issues.

8. Reporting:

• Prepare billing and collections reports as required by the Firm’s management.

9. Process Improvement:

• Continuously assess and recommend improvements to the billing process to enhance efficiency and accuracy.

QUALIFICATIONS:

• Bachelor’s degree or appropriate accounting certification preferred.
• Five years’ experience in legal billing highly desirable.
• Familiarity with legal billing software (e.g., Sage Timeslips, Counsel Link, etc.).
• Strong attention to detail and accuracy in data entry.
• Excellent communication skills and ability to maintain professionalism when interacting with clients and colleagues.
• Strong organizational and time management skills.
• Knowledge of billing regulations and guidelines in the legal industry.
• Proficient in Microsoft Office Suite and iManage(DMS).
• Successful completion of proof of eligibility to work in the United States (completion of the I-9 form).

Job Type: Full-time

Pay: $30.00 - $34.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Parental leave
• Work from home

Experience level:

• 5 years

Physical setting:

• Office

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus opportunities

Experience:

• Billing: 1 year (Required)

Work Location: Hybrid remote in Andover, MA 01810

Salary : $30 - $34