Legal Billing Specialist

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

• Prepare monthly and ad-hoc prebills for attorney review and approval, with an emphasis on accuracy and timeliness.
• Prepare and revise draft bills, processing attorneys’ comments and revisions.
• Review prebills/draft bills to ensure matters are compliant with client outside counsel guidelines.
• Thoroughly understand firm, client, matter and exception rates, advanced and courtesy discounts.
• Confirm that applicable rates and any fee arrangements are reflected properly on all matters.
• Submit requests for timekeeper and rate approval when necessary.
• Apply retainer funds as directed by attorneys.
• Process write-downs in accordance with Firm policy guidelines.
• Provide accurate and timely completion of assignments and inquiry responses ensuring that all tasks and duties completed are completed within the Firm’s guidelines and policies.
• Prepare, submit, track, and monitor e-bills through various client billing platforms, and promptly identify and resolve any issues.
• Analyze and address rejections and reductions as they arise.
• Proactively communicate with attorneys regarding matter billing status and other ad-hoc inquiries.
• Research and respond to inquiries regarding billing issues and problems.
• Continually evaluate opportunities to improve efficiency and effectiveness when resolving issues.
• Maintain detailed billing notes outlining procedures, deadlines and other client and attorney preferences related to billing.
• Support client and attorney requests for accrual and budget information that is timely and accurate.
• Escalate issues when appropriate to the Legal Billing Supervisor.
• Maintain a superior level of client service and strive to be a one-stop resource for external clients, Attorneys, Firm-wide staff, vendors, and other third parties.
• Assist Billing Coordinators with training, workflow, and issue resolution when needed.
• Participate in firm-wide and departmental projects and initiatives
• Prepare ad-hoc reports for internal and external clients as requested.
• Perform other duties and responsibilities as directed.

QUALIFICATIONS

Education, Training and/or Experience

• Minimum of a High School diploma or equivalent required.
• Preferably a bachelor’s degree or equivalent experience in a Billing or related role.
• Minimum of 5 years in a Billing Coordinator or Specialist role, preferably in a mid to large-size Law Firm or Professional Services Firm.
• Prior experience using Aderant Financial Systems, Classic, Elite, BillBlast, and/or eBilling Hub.
• Familiarity performing eBilling functions across a wide variety of client billing platforms.
• Experience identifying and executing resolutions to complex Billing issues and processes.
• Strong organizational, analytical, critical thinking, and time management skills.
• Impeccable attention to detail.
• Comfortable adapting to changing circumstances, processes, and priorities.
• Capability to manage multiple projects and competing deadlines simultaneously.
• Places high importance on providing superb client service both internally and externally and building positive working relationships with the team.
• Comfortable taking initiative but can operate independently or collaboratively as needed.
• Persistent in pursuing resolutions to tough problems.
• Ability to occasionally work outside standard business hours and/or adjust personal schedule as deadlines or workload requires.

Knowledge, Skills, and Abilities

Individuals must possess the following knowledge, skills, and abilities, or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodations through some other combination of skills and abilities.

• Proficiency in Microsoft Office Suite, chiefly Excel and Word, and Outlook 365
• Knowledge of 10‐key.
• Ability to work in deadline and on rush assignments.
• Excellent grammar and proofreading skills.
• Ability to work with, cooperate with and develop working relationships between various departments, Firm personnel and clients.
• Occasional filing of client bills in 5‐drawer cabinets which requires bending, stretching, and standing.
• Excellent customer service skills and telephone etiquette are mandatory.
• Regular attendance and punctuality are essential functions of this job.
• Possesses interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff and is a team player.
• Ability to handle tasks under pressure.
• Ability to adjust work schedule to work other hours, as required.
• This position requires the employee to work at a specified location and hours determined by the Manager for the benefit of the department and firm. Changes to the location and/or scheduled hours must be approved by the Supervisor.