What are the responsibilities and job description for the Legal Billing Specialist position at Cambridge & Sterling LLC?
Job Summary:
The Legal Billing Specialist plays a critical role in managing the financial operations of a busy homeowners' association practice within a professional services environment. This position is responsible for overseeing client billing processes, managing accounts receivable, and maintaining accurate financial records for multiple clients. The role ensures billing accuracy, compliance with client guidelines, and efficient handling of inquiries, contributing directly to the organization’s financial integrity and client satisfaction.
Key Responsibilities:
• Process a high volume of attorney invoices and “on-demand” billing for multiple HOA clients each month.
• Review, edit, and finalize draft invoices, ensuring accuracy of attorney and paralegal time entries, billing codes, fees, and expenses.
• Prepare and execute complex billing scenarios, including discounts, split-party billing, and client-specific requirements.
• Process write-offs, adjustments, and corrections as authorized.
• Monitor accounts receivable and aging reports, conducting follow-up on overdue accounts.
• Coordinate with attorneys, accounting, and finance teams regarding collections and billing discrepancies.
• Serve as a point of contact for client billing inquiries, disputes, and clarifications.
• Communicate with HOA boards, property managers, and accounting personnel as needed to ensure billing transparency.
• Maintain accurate billing records and client account databases.
• Assist with new billing system implementations, updates, and procedural improvements.
• Apply retainer or on-account funds according to firm policy and attorney direction.
• Generate billing schedules, reports, and analyses as required.
• Work collaboratively with collections and finance teams to meet departmental goals.
• Uphold confidentiality and compliance with organizational billing standards and ethical requirements.
• Support other administrative or financial projects as assigned.
Minimum Education & Experience Requirements:
• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Minimum 2–3 years of billing experience, preferably within a legal or professional services environment.
• Experience managing high-volume billing and multiple client accounts required.
• Familiarity with homeowners association (HOA), real estate, or property management billing preferred.
Special Requirements:
• Proficiency in legal billing or financial management software (experience with 3E or comparable systems preferred).
• Advanced proficiency in Microsoft Excel and Word.
• Strong data entry accuracy and attention to numerical detail.
Knowledge, Skills, and Abilities:
• Thorough understanding of billing practices, financial procedures, and client account management.
• Excellent analytical and problem-solving skills.
• Strong organizational and multitasking abilities with a high level of accuracy.
• Effective written and verbal communication skills for interacting with clients and colleagues.
• Ability to work independently under tight deadlines and manage competing priorities.
• Professional demeanor with strong customer service orientation.
Additional Desired Characteristics:
• Experience in HOA, real estate, or property law environments.
• Strong collaboration and teamwork skills across finance, collections, and administrative departments.
• Proven ability to identify and implement process improvements.
• Adaptability to changing billing systems and technologies.
Work Environment:
• Office-based role within a regional professional services environment.
• Requires extended periods of computer work and occasional walking within office areas.
• Standard business hours (37.5-hour work week) with occasional overtime during billing cycles.
• Limited travel may be required for meetings or training sessions.
Other Duties:
This job description is not intended to be exhaustive. The organization reserves the right to assign or modify duties as necessary to meet operational and client service needs.