Billing and Collection Specialist

The Billing and Collection Specialist is responsible for handling all aspects of the firm's client billing cycle, ensuring that prebill edits through transmittal and/or the mailing of client bills, and e-billing requirements, are completed effectively, efficiently and accurately; supporting the role of the Billing and Collections Manager in addressing attorney and staff needs, providing superior client service. This role will also respond to day-to-day AR Collections email requests, send invoice copies, and correspond with attorneys relating to their AR balances and customer requests; and will also assist with deposit creation and cash receipts posting.

Position Reports to: Billing and Collections Manager

Overall Responsibilities:

Primary duties will include, but are not limited, to the following:

• For both new clients and e-billing client engagements, identifies, captures and validates critical financial information or unusual revenue or billing arrangements, and ensures that data is recorded accurately in Aderant to avoid billing or e-billing delays.
• Generate monthly client pre-bills and distribute to attorneys.
• Work with secretaries and attorneys as appropriate, make and proofs edits to rates, time transfers, narrative edits, etc. then create and distribute final bills to billing attorneys for approval and distribution.
• For e-billing clients, submit bills to third party vendors as soon as final bills approved by billing attorney; upload text files, track for acceptance and resolves rejections on a routine basis.
• Routinely ensures that all client billing information, including client and matter rate information, task and activity codes, etc. is accurate, current and up to date in Aderant.
• Prepare and distribute reminder statements to billing attorneys on a monthly basis.
• Assist with soft cost entry and other disbursement items as needed.
• Responds to client billing questions and inquiries by researching the facts, determining the status of the issue, taking required actions, and responding in an accurate and timely manner.
• Assist with ad hoc items as requested by the Billing and Collections Manager and / or Management Team members.
• Proactive monitoring and collection of assigned Accounts Receivable, to achieve maximum effectiveness, so as to meet monthly and annual revenue targets
• Be able to articulate in a calm and professional manner with AGG internal and external clients when discussing payment due the firm.
• Carry out the directives of the AR Collections department. Escalate situations involving internal/external clients as appropriate.
• Obtain and maintain client information and accurately notate this information in the Aderant Financial System.
• Prepare collections letter and various AR reports from Aderant.
• Must have ability to create and understand the audit trail of accounts receivable/billing inquires (billings to payments). Prepare various AR spreadsheets as necessary and be actively involved in AR projects when required.
• Responsible for suggesting, implementing and administering routines that will effectively enhance the billing and collection/maintenance of the firm's AR.
• Assist with creation of daily deposits and posting of cash receipts as needed.
• Process AR write-offs as authorized by attorneys.
• Overtime may be required on occasion.
• Other duties/tasks as assigned

Required skills:

• Interacts with personnel in all levels of the organization in a tactful, cooperative and professional manner.
• Acts with honesty, integrity, courtesy and respect in all instances.
• Maintains confidentiality.
• Earns the trust and respect of others.
• Works well independently and as a team member.
• Possesses and conveys an outstanding client service approach for both external and internal clients. Recognizes that all firm personnel are clients and acts accordingly.
• Embraces diversity and inclusion, incorporating them into all aspects of role and behavior.
• Maintains high competency levels and a strong work ethic.
• Is self-motivated. Takes initiative and is diligent.
• Works effectively under high pressure.
• Performs responsibilities in accordance with all firm standards, policies, and procedures.

Education and Experience Requirements:

• A Bachelor's degree is required in Business Administration, Accounting, Finance or business related field from an accredited college or university. An equivalent combination of an Associate's degree and work experience will be accepted.
• Minimum of 3-5 years of experience in client billing and e-billing in a law firm or other professional services industry utilizing time and billing software.
• Excellent interpersonal, written and verbal communication skills are required. Proven analytical and problem-solving skills. In-depth and broad understanding of and experience supporting applications and databases. Strong organizational skills and attention to detail. Ability to multi-task and prioritize workloads. Ability to present ideas in a business-friendly language.
• Proficient with accounting and billing software programs. Excellent computer skills, proficiency with the entire Microsoft Office Suite, especially Microsoft Excel. Extensive database knowledge and experience. Advanced knowledge of Aderant, e-Billing Hub, or similar account software systems is required.

Mental/Physical/Environmental Requirements

• Indoor offices with controlled temperatures with limited exposure to noise, dust, chemicals.
• Mobility within the office including movement from floor to floor.
• May sit for long periods of time.
• Crouching, kneeling standing, walking, pushing pulling and lifting occasionally
• Operating a personal computer, telephone, voicemail and other office equipment on a regular basis.
• Must be able to express and exchange ideas by means of the spoken word.
• Must have the ability to convey detailed information in a clear and concise manner through spoken word.
• Must demonstrate good problem-solving skills.

FLSA Status
Non-Exempt

Salary Range
$75,000 - $90,000 annually

HOURS
Full-time, Monday-Friday, 9:00 a.m. – 5:30 p.m., overtime and flexibility may be required.

ADA: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

This job description will be reviewed periodically as duties and responsibilities change with business necessity.  Essential and marginal job functions are subject to modification.

Salary : $75,000 - $90,000