Special Assistant (Billing)

Wiley, a leading Washington, DC law firm, has an opening for a Special Assistant to join its team. The Special Assistant provides high level administrative support to the firm’s attorneys and other legal staff.

SUMMARY/OBJECTIVE:

The Special Assistant provides high level administrative and billing support to the firm’s attorneys and other legal staff. The Special Assistant’s primary responsibilities include preparing client invoices, acting as a liaison between the billing attorneys and the accounting department, compiling and distributing monthly prebills, preparing invoices according to the clients outside counsel guidelines, providing quality control checks, mailing and/or transmitting invoices electronically.

When preparing invoices, the Special Assistant will be expected to identify and adhere to the clients/attorneys billing instructions, such as, special rates, fee discounts, application of credits, billing deadlines etc. Other tasks include assisting with reviewing standardized reports, working with assigned billing coordinators for guidance with reports, trouble-shooting billing requests, reviewing the annual rate reports, and updating the firm database/electronic billing sites to reflect changes. The Special Assistant will also maintain contact with the responsible attorneys regarding the status of invoices, rate increases, and will respond to basic billing and payment history inquiries.

RESPONSIBILITIES/ESSENTIAL FUNCTIONS:

Billing Responsibilities

• Review and edit billing memorandums in response to attorney and accounting requests
• Prepare and transmit final invoices
• Apply retainer funds as directed by attorney
• Process write-offs, in accordance with firm policies
• Transmit e-Bills if invoices are billed electronically
• Review and communicate with accounting to update timekeeper billing rates
• Update listing of unpaid invoices on the statements of account that accompany invoices prior to mailing client invoices
• Assist in providing response to audit requests
• Execute complex bills in a timely manner (i.e., multiple discounts by matter, split-party billing, preparation of electronic bills)
• Interact and communicate with attorneys, management, and billing staff
• Review and verify accuracy of billing and supporting documentation as required
• Research and respond to inquiries regarding billing issues and problems
• Assists with special projects as needed

Administrative Responsibilities

• Manage and maintain attorney calendars, schedule meetings and conference calls
• Prepare and edit memos, correspondence, legal documents, communications, presentations and other documents, using the firm’s word processing, spreadsheet, database, or presentation software
• Conduct research, collect and analyze data to prepare reports and documents, and retrieve documents from court and agency websites, as requested
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
• Work on client billable projects as directed
• Prepare litigation binders
• Execute court filings, as requested
• Maintain client relationship management system
• Assist attorneys in client relations, marketing, and business development
• Maintain files and prepare for storage
• Troubleshoot software issues
• Make and keep track of travel arrangements, including calling hotel reservation desks and handling car rental reservations
• Prepare and reconcile check requests, expense reports
• Open new client matters and prepare engagement letters
• Open, sort and distribute incoming correspondence, including faxes and email
• Answer and screen telephone calls and take accurate messages
• Provide back-up support and overflow assistance as needed
• Maintain a positive attitude and professional behavior that contributes to the overall public relations of the Firm
• Perform other duties as requested

WORK ENVIRONMENT:

• Position operates in a professional office environment which is usually quiet to moderate
• Position routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets
• Position requires that the employee be able to multi-task in a fast-paced work environment

PHYSICAL DEMANDS:

• This position is primarily a sedentary position. However, some duties and responsibilities may require the employee to lift files, open filing cabinets, bend or stand, reach with arms and hands, climb or balance, occasionally move about to access office equipment, file cabinets, etc.
• May require employee to carry or lift items weighing up to 10 pounds

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong skills in MS Word, Excel, PowerPoint, Outlook, various databases, and Internet research skills
• Type 45 wpm
• Ability to provide responsive and efficient administrative support
• The ability to communicate professionally and effectively, both in oral and written form
• Strong interpersonal skills with ability to work in a high-volume, high-energy environment
• Self-directed and self-motivated, with the ability to prioritize assignments and maintain flexibility in an environment with shifting priorities
• Take ownership of assignments
• Strong organizational and time management skills, ability to multi-task, prioritize/coordinate deadlines and track progress of tasks
• Develop and implement processes that maximize efficiencies
• Ability to demonstrate attention to detail and accuracy
• Proactive and with the ability to anticipate work needs and follow through with minimum direction, follow up on own initiative
• Possess problem-resolution abilities appropriately combining, responsiveness, logic, flexibility, creativity, follow-through, and client services skills with an emphasis on discretion and diplomacy
• Willingness to learn and adopt new methodologies
• Exercise good judgment, maintain composure in high-pressure situations, and exhibit appropriate workplace decorum
• Understands and adopts the organizational structure
• Ability to build and maintain positive, respectful, and collaborative working relationships
• Active listener and receptive to constructive feedback
• Must maintain confidentiality of work-related information and materials
• Familiar with industry standard billing procedures and policies
• Utilizes computerized billing and receivable applications to perform duties and responsibilities
• Operates office equipment including personal computer, copiers, and 10-key calculator
• Flexibility to work overtime on an as-needed basis

EDUCATION AND EXPERIENCE:

• College degree required
• College level accounting classes or Accounting Degree preferred
• Prior office experience required
• Accounting experience preferred

OTHER DUTIES:

• This description outlines the basic requirements of this position. It is not intended to be a complete description as other duties may be assigned.

• Wiley is committed to the continued health and safety of all members of the firm and requires all members to be fully vaccinated against COVID-19. Therefore, all newly hired personnel must be fully vaccinated against COVID-19 by their start date. Proof of vaccination will be required. Wiley will provide reasonable accommodation(s) based on approved medical or religious accommodation requests.

__
**Wiley is an Equal Opportunity Employer with a strong commitment to the achievement of excellence, diversity and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

***This Organization Participates in E-Verify. This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.

Job Type: Full-time