Billing Assistant

Job Overview
We are seeking a detail-oriented and energetic Billing Assistant to join our Patent Law Office. In this role, you will be responsible for accurately processing outside vendor invoices, preparing client billing statements, and ensuring timely and correct reconciliation of accounts. Responsibilities include communicating with foreign vendors, applying currency exchange rates, generating and editing client invoices, and assisting with collections and reporting. This position offers an exciting opportunity for individuals looking for a part-time position, passionate about accounting, data entry, and customer service within a fast-paced environment.

Responsibilities

1. Vendor Invoice Management

· Review and enter incoming foreign associate vendor invoices into the billing system.

· Apply accurate exchange rates to non-U.S. currency invoices and maintaining tracking spreadsheets.

· Track and reconcile monthly outside vendor statements and resolve discrepancies.

· Communicate with foreign law firms regarding invoice issues and payment status.

· Enter FedEx and article-related expenses into the billing system.

2. Client Billing Preparation

· Upload weekly U.S. Patent and Trademark Office (USPTO) charges into the billing system.

· Generate monthly client invoices for attorney review.

· Edit and finalize client invoices before distribution.

· Create LEDES files and upload them into clients’ electronic billing systems.

· Prepare and issue prepay invoices upon request.

3. Client Payment Processing

· Record client payments in the billing system.

· Verify payments to ensure accurate allocation of outside vendor charges.

· Generate and maintain reports on client payments and account statuses.

4. Collection Support-Future Responsibilities

· Assist with reporting on outstanding accounts.

· Support communication efforts related to client collections and payment follow-ups.

· Generate and maintain reports on client payments and account statuses.

Completes other assignments and projects to meet business needs. Supporting Billing Manager with special projects, reporting, or audits as needed.

MINIMUM QUALIFICATIONS (Education, Experience, and Special Certifications)

· High school diploma or equivalent required; associate or bachelor’s degree in accounting, finance, or related field preferred.

· 1-2 years of billing, accounts payable, or accounts receivable experience, preferably in a legal or professional services environment.

· Familiarity with patent billing practices, or practice management systems is a plus.

· Understanding of LEDES billing format and electronic invoicing platforms is a plus.

· Understanding of basic accounting and billing principles.

· Experience working with foreign currency and exchange rates is beneficial.

KNOWLEDGE, SKILLS, AND ABILITIES

· Strong attention to detail and accuracy in data entry and billing tasks.

· Excellent organizational and time management skills.

· Effective written and verbal communication skills, especially in dealing with international vendors.

· Ability to maintain confidentiality and handle sensitive financial data with discretion.

· Proficiency in Microsoft Office Suite, especially (e.g., spreadsheets, basic formulas).

· Ability to multitask and meet deadlines in a fast-paced environment.

· Ability to contribute to team goals, work effectively with others as well as independently, and communicate effectively.

· Willingness to learn new software or skills and adapt to changing technology or processes.

Pay: $24.24 - $29.20 per hour

Work Location: Hybrid remote in Middleton, WI 53562

Salary : $24 - $29