Senior Client Accounting Specialist

Job Description Summary

The Senior Client Accounting Specialist is a hands-on position that involves working within a team-oriented environment that encompasses all financial aspects of managing the assigned partners’ portfolio of complex clients, which are performed in accordance with departmental standards. The work schedule for this position (non-exempt) will be 40 hours per week, Monday - Friday, from 9:00 am - 6:00 pm.

Job Description

• Review Client and Matter set up (including rates, discounts and deferrals, etc…) to ensure adherence to engagement letters, billing guidelines, attorney preferences and system requirements in order to provide for an accurate billing process.
• Propose system and administrative solutions to support complex client billing requirements.
• Ensure the approved process is implemented into systems, processes and procedures.
• Maintain documentation of all non-standard billing requirements.
• Update the Client and Matter Billing Instructions in Aderant, CET data base to ensure they remain current.
• Monitor Work in Process to ensure all matters are billed and/or exceptions are properly documented and approved.
• Produce, review and distribute prebills on a monthly basis and as needed for review by attorneys.
• Accurately perform various billing functions as required to produce client invoices (edits, write downs, transfers, discounts, etc.).
• Audit Prebill Viewer system edits once pushed into Aderant (narrative and mathematical calculations), ensure calculations are correct and in accordance to special billing requirements prior to posting.
• Ensure that client invoices are mailed or delivered in a timely fashion that meets Firm guidelines as well as any client guidelines.
• Manage attorney and client deadlines; estimate due dates as required for monthly accruals and/or closings and monthly billing due dates.
• Meet with billing attorneys on a regular basis to discuss new clients and matters, any special billing arrangements, aged WIP and Accounts Receivable.
• Monitor accounts receivable balances while upholding and maintaining the Firm’s collection policies and procedures; bring significant or delinquent balances to the attention of billing attorneys and management.
• Establish and maintain regular client contact to follow-up on aged billings, payments and/or promise to pays.
• Initiate escalation process with management/partner on slow-paying or non-responsive clients to mitigate bad debt exposure, suggest various collection approaches and implement.
• Research and resolve client disputes. Engage attorney’s assistance as necessary to resolve issues promptly.
• To minimize financial risk exposure on aged accounts, develop and maintain collection strategies, negotiate payment arrangements and/or propose payment schedules as necessary with partner consent.
• Utilize Aderant, ARCS, EIS and other reports to assist with the collections process and reporting (including the intranet).
• Work with Cash Receipts staff to research and resolve misapplied payments, unapplied cash/trust balances are kept to a minimum.
• Prepare write off requests as necessary; ensure all proper approvals are received prior to processing accounts receivable write-offs.
• During process, assess client situation and when needed, suggest methods to minimize further financial risk exposure.
• Assist attorneys, secretaries and clients with all billing and collections related questions and/or requests.
• Assist with training new team members.
• Actively share best practices with new team members and junior staff.
• Utilize junior staff’s down time by disbursing work requests, monitor and coaching through completion.
• Assist with Prebill Manager training of partners and secretaries.
• Maintain client files and correspondence (iManage).
• Monitor billing hotline and time correction DTE alias on a rotational basis.
• Troubleshoot new and existing systems or problems, share enhancement ideas.
• Perform other related duties as assigned.

Desired Skills and Qualifications

• Handle complex accounts independently, actively shares process enhancement ideas to streamline processes.
• Keen attention to detail and accuracy.
• Utilize strong business knowledge and judgment to assess situations and suggest optimal solutions.
• Work independently; able to use judgment to assess various courses of action and their potential impact.
• Possess strong analytical and trouble shooting skills.
• Function within a team oriented environment and interact with professionals at various levels.
• Communicate effectively; both verbal and written with attorneys, secretaries, staff and clients.
• Supportive of business changes within the workplace while encouraging others to do same.
• Organize and prioritize multiple tasks; show attention to detail in a fast-paced, deadline-driven environment.
• Understanding of legal industry’s standard billing requirements.
• Aderant Expert (previously CMS) experience desired and/or automated accounting systems required.
• Proficiency using Windows, MS Office, MS Excel and MS Word.
• The qualified candidate will have 6+ year’s legal billing experience with automated billing systems or similar experience in service industries.

Benefits and Compensation Details

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing. Except as otherwise required by law, temporary employees are generally not entitled to these benefits.

The anticipated range for this position is: $96,300 - $128,100

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. A discretionary bonus for eligible employees may also be available based on performance. Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.