Accounting Specialist

Billing, Collections & Accounts Receivable Specialist

The Billing, Collections & Accounts Receivable Specialist is responsible for ensuring accurate and timely billing, posting payments, resolving discrepancies, overseeing collections activity and maintaining customer account data for the firm.  This role supports the Billing and Collections and Accounts Receivable Leads by helping to ensure time entries are compliant with client guidelines, invoices are delivered accurately and promptly, and outstanding balances are resolved professionally. The specialist will work closely with attorneys, paralegals, and firm leadership to support the financial health of the practice.

Key Responsibilities:

Prepare, review, and finalize monthly attorney billing, ensuring accuracy, compliance, and timely delivery. Process e‑billing invoices through client billing portals when required. Process credit adjustments and re-bills as needed. Coordinate with attorneys to resolve billing discrepancies and obtain approval for final bills. Manage write-downs, write-offs, transfers, and billing adjustments as authorized. Assist with reconciliation of AR aging reports, ensuring accuracy and timely updates.

Collections

Monitor accounts for overdue balances and initiate collection efforts in a professional, client‑focused manner. Communicate with clients regarding outstanding invoices, payment plans, and account inquiries. Document all collection activity and escalate delinquent accounts when needed.

Accounts Receivable Management

Research incoming payments (checks, ACH, wire, credit card) for Accounts Receivable Lead. Research and resolve payment discrepancies, short-pays, and misapplied funds. Assist with month‑end and year‑end closing activities.

Client & Internal Support

Provide detailed billing summaries, statements, and account status updates to attorneys and clients. Support attorneys and legal staff with billing inquiries, guidelines, or portal requirements Maintain strict confidentiality and adhere to legal ethical requirements, including trust account handling.

Compliance & Documentation

Ensure adherence to firm policies, state bar regulations, and client billing requirements. Maintain organized digital records for invoices, payments, and correspondence. Assist with financial audits and special projects as needed.

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Required Competencies

High school diploma required; Associate degree or higher in Accounting, Business, or related field preferred. 2–5 years of billing, AR, or collections experience—law firm or professional services environment highly preferred. Experience with legal billing systems (e.g., Casemax, Filevine, Softpro, or similar). Experience with e‑billing platforms (e.g., Loansphere, ICE, Serengeti, CounselLink, Tymetrix) a strong plus

Skills & Competencies

Strong understanding of legal billing practices and terminology. High level of accuracy, organization, and attention to detail. Excellent written and verbal communication skills. Ability to handle sensitive financial matters with professionalism. Proficiency in Microsoft Office (especially Excel). Strong problem‑solving abilities and the capacity to manage deadlines

Work Environment This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files (up to 15 lbs), open filing cabinets and bend or stand as necessary, operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. This is a full-time position with standard Monday - Friday hours. May require extended hours during billing cycles or month-end. This is a fast-paced, detail-oriented environment requiring strong confidentiality. EEO Statement Hutchens Law Firm is committed to equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, Federal, or local law. Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.