What are the responsibilities and job description for the Billing Specialist position at Summa?
Summary/Objective
Under the direct supervision of the Billing Manager, Billing Assistants are responsible for preparing monthly pre-bills, maintaining the billing filing system, working to collect aged accounts receivables, monitoring the e-billing process, and ensuring that special billing arrangements are carried out. Billing Assistants are expected to perform all responsibilities with a commitment to providing superior service to the firm’s clients, attorneys, advisors, and staff, while maintaining an atmosphere of teamwork and continuous improvement. Above all, Billing Assistants must fulfill the needs of the firm in a manner which is consistent with the Firm’s core values.
Under the direct supervision of the Billing Manager, Billing Assistants are responsible for preparing monthly pre-bills, maintaining the billing filing system, working to collect aged accounts receivables, monitoring the e-billing process, and ensuring that special billing arrangements are carried out. Billing Assistants are expected to perform all responsibilities with a commitment to providing superior service to the firm’s clients, attorneys, advisors, and staff, while maintaining an atmosphere of teamwork and continuous improvement. Above all, Billing Assistants must fulfill the needs of the firm in a manner which is consistent with the Firm’s core values.
Primary Responsibilities – Billing & Timekeeping
- Prepare weekly time summaries for the Partnership and ad hoc reports for attorneys, such as history bills.
- Enter and import expenses.
- Prepare monthly pre-bills for distribution to attorneys, including for more complex/difficult client bills.
- Communicate with attorneys to address any billing questions or report requests.
- Edit, prepare, and finalize monthly pre-bills.
- Work with Billing Manager to collect aged accounts receivables.
- Monitor the e-billing process for clients that are electronically billed to ensure that invoices are successfully submitted.
- Track and complete setup for new clients and matters to ensure correct input of information and special billing arrangements for assigned clients.
- Maintain billing filing system on a monthly basis.
- Ensuring write-downs and other billing adjustments are carried out in a timely manner.
- Transmit finalized bills to clients, ensuring the proper responsible attorney or partner is made aware of any disputes or questions about bills.
- Prepare and process disengagement letters and refund retainers.
- Assisting with general billing questions and requests, such as resending past due invoices or explaining general firm billing procedures to clients.
Primary Responsibilities – Accounting
- Enter payables and process bi-monthly vendor checks to ensure they are paid in a timely manner.
- Enter receivables, including checks, credit card payments, ACH payments and retainer payments.
Primary Responsibilities – IT
- Assist firm staff with general IT requests, escalating to firm IT vendor when necessary.
- Coordinate with attorneys, paralegals, and clients with FTP document transfers to ensure the process is quick, efficient, and complete.
- Maintaining equipment, including obtaining meter readings from firm printers and troubleshooting same.
Primary Responsibilities – Training, and Miscellaneous
- Assist the Director of Administration, Billing Manager, and Director of Human Resources with employee onboarding and offboarding, including setting up new staff in the Cloud and network.
- Update firm policies and procedures.
- Train new hires on all aspects of the firm’s network, Cloud, and programs.
- Maintain the firm’s Legal Library, including renewing existing subscriptions, ingesting new publications, and ensuring both the firm Library and books held within individual attorney offices are updated and current.
Essential Skills
- Proficient with general use of computers (being able to troubleshoot minor computer issues and software problems plus the ability to assist attorneys with such issues)
- Proficient in Outlook, Word, Excel, and PowerPoint.
- Possess highly effective communication skills and the ability to exercise discretion when handling sensitive information.
- Strong organizational skills, including the ability to prioritize competing deadlines.
- Demonstrated attention to detail and ability to multi-task.
- Ability to multi-task and possess strong time management skills
- Ability to type 50 WPM (standard formula [(Words – Errors) x (60 / Elapsed Seconds)])
Required Education and Experience
- A high school diploma or equivalent (GED) is required. A Bachelor’s or Associate’s degree is preferred. At least three (3) years of experience required, preferably with a law firm.
- Previous law firm OR professional services firm billing experience is required.
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