The Billing Assistant position works under the direction of the Billing Manager and will provide client billing support and other related assignments as needed.
The Billing Assistant will act as a liaison between the billing attorneys (their assigned administrative assistants) and the accounting departments, compile/distribute monthly Billing Information Memorandums (BIMs), process billing requests, prepare invoices according to the clients outside counsel guidelines, provide quality checks, mail and/or transmit invoices electronically. When preparing invoices the Billing Assistant will be expected to identify and adhere to the clients/attorneys billing arrangements, such as, special rates, fee discounts, application of credits, billing deadlines etc. The Billing Assistant will also maintain contact with the Billing/Responsible attorneys and administrative assistants regarding status of invoices, provide copies of previous invoices, respond to basic billing and payment history inquiries, coordinate and provide expense back-up as requested and provide other accounting duties according to the established policies and procedures.
•Assist with monthly distribution of BIMs and other financial reports
•Reviews and edits pre-bills in response to attorney and secretary requests
•Prepare, print and prepare final invoice or electronic files (review daily status, troubleshoot)
•Prepare LEDES file for submission of invoices for all assigned e-billed clients
•Maintain accurate attorney rates, client matters and invoice status for all e-billed clients
•Apply retainer funds as directed by attorney
•Process write-offs, following Firm policy
•Ability to execute complex bills in a timely manner (i.e., multiple discounts by matter, split-party billing, preparation of electronic bills).
•Ability to handle a high volume of bills per month.
•Ability to effectively interact and communicate with attorneys, secretaries, and management team
•Review and verify accuracy of billing and supporting documentation as required
•Research and respond to inquiries regarding billing issues and problems.
•Assist with preparing accruals and A/R reports
•Fulfill education requirements to maintain skills and expand professional develop
•Assists with special projects as needed.
MINIMUM QUALIFICATIONS REQUIRED:
•College level accounting classes or Accounting Degree
•4-6 or more years hands-on billing experience in a law firm
•LMS, Elite, CMS, (or equivalent accounting software)
•Demonstrated proficiency with MS Office and MS Excel
•Ability to multi-task and prioritize
•Ability to organize work flow and use time efficiently
•Ability to show strong attention to detail
•Ability to perform at high levels in a fast paced ever-changing work environment and successfully adapt to changing priorities and work demands
•Ability to anticipate work needs and follow through with minimum direction, follow up on own initiative
•Familiar with standard billing procedures and policies
•Utilizes computerized billing and receivable applications to perform duties and responsibilities
•Operates office equipment including personal computer, copiers, fax machines and 10-key calculator
•Understands and adopts the organizational structure
•Aligns personal/professional growth with Firm’s vision
•Possesses the attitude of collaboration and sharing
•Willingness to learn and adopt new methodologies
•Provide excellent customer by greeting customers in a professional and courteous manner
•Demonstrate flexibility to changes within the workforce
•Results oriented, make good use of time