Legal Collections & Billing Specialist Supervisor

Job Description

The Legal Collections & Billing Specialist is responsible for managing the full lifecycle of outstanding client accounts following service termination or client separation. This role works directly within the Billing Department and plays a critical part in protecting the firm's revenue while maintaining compliance with California Rules of Professional Conduct and applicable collections laws.

This is a non-attorney role that requires strong communication skills, sound judgment, and thorough understanding of legal billing operations.

Key Responsibilities

• Draft and send formal final demand letters with itemized invoices to clients with outstanding balances
• Conduct professional outbound collection calls and written follow-up communications
• Negotiate and execute written payment plan agreements for clients unable to pay in full
• Track and manage aging AR reports; escalate accounts appropriately based on balance and responsiveness
• Prepare documentation for small claims court filings (California — balances under $12,500)
• Coordinate with supervising attorney on civil suit referrals, attorney lien matters, and quantum meruit cases
• Manage third-party collections agency referrals including account documentation and handoff
• Maintain accurate records of all collections activity in PracticePanther and FileVine
• Process and respond to payment disputes and chargebacks through PantherPayments and LawPay
• Ensure all collections activity complies with the FDCPA, California Rosenthal Act, and applicable Rules of Professional Conduct
• Reconcile client accounts and generate final invoices upon case closure or client termination
• Collaborate with the Billing Manager on escalations, strategy, and reporting
  
  

Required Qualifications

• Minimum 2–3 years of experience in legal billing, collections, or accounts receivable — law firm experience strongly preferred
• Familiarity with legal billing platforms such as PracticePanther, FileVine, Clio, or similar
• Working knowledge of California small claims procedures and civil collections enforcement tools (liens, wage garnishment, bank levies)
• Strong written and verbal communication skills; ability to communicate firmly and professionally with former clients
• Understanding of attorney-client confidentiality obligations and professional responsibility rules
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
• Highly organized with the ability to manage a large portfolio of accounts simultaneously
  
  

Preferred Qualifications

• Paralegal certificate or associate's/bachelor's degree in a related field
• Experience processing chargebacks and payment disputes through legal payment processors
• Prior experience drafting demand letters or pre-litigation correspondence
• Exposure to trust accounting principles and earned vs. unearned fee distinctions
• Bilingual (English/Spanish) a plus
  
  

Core Competencies

• Persistent and results-driven — able to follow through on collections activity without prompting
• Professional and composed — maintains a calm, respectful tone even with difficult or unresponsive former clients
• Discreet — handles sensitive financial and case information with strict confidentiality
• Detail-oriented — accurately manages invoicing, reconciliation, and documentation
• Ethically grounded — understands and respects the boundaries of collections activity in a legal setting
  
  

Benefits

• 401(k)
• Health insurance
• Paid sick time
  
  

Work Location: In person

Compensation

The base pay range for this role is $22 – $30 per hour.