Billing Specialist

Job Summary:

We are seeking a detail-oriented and organized Billing Specialist to manage the Firm's billing, payment processing, accounts receivable, and related administrative functions. This role is responsible for ensuring accurate and timely billing, monitoring client payments, assisting with collections, and maintaining accurate financial records. The Billing Specialist will work closely with attorneys, support staff, clients, and the Administrator/Owner to resolve billing concerns and support the Firm's financial operations.

Duties/Responsibilities:

• Billing and Invoicing: Oversee the billing process, including reviewing time entries, preparing pre-bills and final invoices, correcting billing discrepancies, and ensuring client work is billed accurately and timely.
• Accounts Receivable and Collections: Monitor accounts receivable, follow up on overdue and missed payments, assist with collection efforts, and coordinate payment plans in accordance with Firm policies and procedures.
• Payment Processing: Process client payments, manage retainer/trust accounts and installment payments, and update the appropriate case management and accounting systems.
• Client Communication: Communicate with clients regarding billing questions, payment concerns, account balances, and payment arrangements while providing professional and helpful customer service.
• Financial Reporting: Gather financial and operational metrics, prepare weekly and monthly reports, and provide information and recommendations to the Administrator/Owner regarding billing, collections, and other financial trends.
• Recordkeeping and Reconciliation: Maintain accurate billing and financial records, reconcile credit card statements and expenses, and ensure case management and accounting systems are kept current.

Administrative Support:

• Assist with office-related administrative needs, including routine office supply purchases, equipment and furniture research, and other duties that support the Firm's day-to-day operations.
• Team Collaboration:
  Work closely with attorneys, paralegals, support staff, the bookkeeper, CPA, and Administrator/Owner to ensure accurate billing, timely collections, and efficient financial operations.
• Other duties as assigned.

Required Skills/Abilities:

• Excellent organization, time management, problem-solving, and analytical skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to communicate professionally and effectively with clients and coworkers.
• Ability to manage multiple priorities and meet deadlines.
• Strong computer skills and ability to learn and utilize case management, billing, accounting, and other software systems.
• Knowledge of accounts receivable, billing, payment processing, and basic accounting principles.
• Ability to work independently while also working effectively as part of a team.
• Positive, can-do attitude and willingness to learn.

Education and Experience:

• Bachelor's degree required.
• Previous experience in billing, accounts receivable, accounting, finance, or a related field preferred.
• Knowledge of general accounting processes, terms, concepts, and policies.
• Previous experience in a law firm or legal industry preferred.
• Familiarity with legal billing and case management systems is a plus.
• Knowledge of the legal industry, including general practices and trends, is a plus.