Billing Assistant
Kirkland & Ellis LLP - New York, NY

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About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with approximately 1,600 attorneys in Chicago, Hong Kong, London, Los Angeles, Munich, New York, Palo Alto, San Francisco, Shanghai and Washington, D.C. Our practice consists of sophisticated corporate transactions and litigation matters including antitrust and competition, intellectual property, restructuring, real estate, tax, benefits and estate planning, white collar criminal defense and securities enforcement, regulatory, environmental, energy, commodities, communications, securities, creditors' rights, private equity and venture capital. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions and leveraged buyout and venture capital firms.

Qualifications & Requirements

The qualified candidate must have a bachelor’s degree (or equivalent experience) and 2-3 years experience in a law firm. A Billing Assistant must possess good interpersonal and communication skills. He or she must have the ability to adapt to cyclical periods, peak work loads, new assignments and deadlines in order to work effectively within a fast paced environment, with a flexibility to work overtime to perform the essential duties of the position. Additional requirements include a good working knowledge of Word and Microsoft Excel.

Essential Job Functions

Under immediate supervision of the Billing & Accounting Manager, the Billing Assistant’s primary responsibilities involve providing billing support for a designated group of Billing Attorneys. This includes, but is not limited to: knowledge of the Firm’s clients’ fee arrangements and Billing Guidelines and Policies, Clients’ Specific Billing Guidelines and Outside Counsel Policies, drafting and finalizing invoices, e-billing, narrative changes, generation of reports, follow-up on Accounts Receivables and preparation of complex excel spreadsheets.

1. Generate Unrealized Asset Reports (*Collect Reports) and Billing Information Memos (BIMs) for each assigned Billing Attorney at the beginning of each month, after the time entry deadline.
a. Prepare billing packages for each assigned Billing/Reviewing Attorney (draft cover letters, invoices); one on one meetings with Billing/Responsible Attorneys.

2. Edit draft invoices based on Billing/Reviewing Attorneys’ mark-up. This can include:
a. Write-offs
b. Time/cost transfers; investigate appropriateness of where entries should be billed.
c. Time entry narrative changes with respect to additions, corrections, deletions.
d. Verify client specific rate accommodations and if necessary, apply approved discounts to the face of the invoices; keep track of step-up-discounts based on thresholds reached.
e. Pull back-up of costs to include with final invoices based on a Clients’ billing requirements.
f. Generate Billing Variance Reports and Write-off Reports; acquire appropriate write-off approvals based on write-off amount thresholds.

3. E-Billing
a. Establish working relationships with e-billing site vendors; make certain all timekeepers and rates are up-to-date on the sites; timekeeper set-up maintenance support.
b. Ensure three way communication between e-billing site, client and the Firm (as the e-billing site processes invoices based on the Clients’ Outside Counsel Billing Guidelines)
c. Monitor e-billing sites for inconsistencies with respect to short payments and potential non-payment issues.
d. Train and assist other Billing Assistants with e-billing support.

4. Billing upon request by attorney/client (may include Corporate closing invoices and preparation of excel closing spreadsheets that also may include estimates for post closing time/costs).

5. Generate reports upon request by attorneys/professional staff (may include Time Worked Reports, BIMs, detail downloads of time and costs billed and/or unbilled).

6. Answer Client inquiries with respect to historical data, work in progress estimates, discounts provided, etc.; coordinate information needed by clients with attorneys.

7. Monitor and follow-up on aged unbilled time/costs and Accounts Receivables, partial payments and write-offs; record and keep current notes in *Collect; provide information to Billing and Collection attorneys.

How to Apply

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Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in anyway for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.

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Kirkland & Ellis LLP is a law firm with approximately 1,600 lawyers representing global clients in complex litigation and dispute...