What are the responsibilities and job description for the Billing Specialist position at Wheeler Trigg Odonnell LLP?
Billing Specialist
Wheeler Trigg O’Donnell (“WTO”) was established in 1998 and currently numbers more than 125 attorneys. The firm represents sophisticated clients in high-stakes civil trials, appeals, and related litigation ranging from complex commercial to class actions to catastrophic torts. WTO lawyers have taken more than 1,100 trials and, arbitrations to verdict or award and hundreds of appeals to opinion in 45 states and Washington D.C., with exceptional results for our clients
Summary/Objective:
This position handles all billing and collections activities from initial matter intake through final billing. This is a hands-on position that works closely with the attorneys, assistants, timekeepers, clients and the accounting department to ensure accurate and timely billing in accordance with the firm’s billing policy and procedures.
Responsibilities
The essential duties and responsibilities listed below are intended only as illustrations of various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to be completed by the position.
- Review initial matter intake requests and confirm accuracy of data entered through intake workflow. Review to include client billing guidelines and summarizing those guidelines into billing notes.
- Establish billing rate sets as required by terms of engagement and ensure they are correctly linked to each matter.
- Generate, launch and monitor status of prebills through the Aderant Expert Billing workflow.
- Process and finalize bill edits as directed by the billing attorney or their secretary.
- Assemble back-up documentation for costs invoiced to clients to provide with invoice.
- Print and mail invoices to those clients requesting paper billing.
- Using the BillBlast system prepare and submit electronic invoices in accordance with client and e-billing vendor guidelines. Track billings and research and resolve issues associated with electronic invoicing.
- Communicate with internal and external clients. Answer client inquiries via phone and email. Keep appropriate documentation by logging conversations, e-mails and other communications. Organize documentation as to facilitate follow-up efforts using the Aderant Collections software.
- Assist attorneys and client with requests for information related to billing and payments, including providing information for client audit letter responses.
- Maintain quality relationships with the attorneys and clients. These relationships can be critical with collection efforts. Involve Director of Finance and keep her appropriately informed of issues, especially those which are escalating or need special attention.
- Contact clients (with billing partner approval) regarding invoices/accounts which are past due. Provide information as requested in order to facilitate a quick remittance.
- Perform testing and implementation of new system enhancements
- Maintain files and documentation thoroughly and accurately, in accordance with firm policy and procedure and accepted accounting practices.
- Duties related to processing of incoming mail, scanning of documents, document pulls, and filing/archiving shared with the accounting team.
- Special projects may include assisting with heightened or escalated month-end needs and testing of new software features. On occasion, weekend hours or extended weekday hours could be necessary.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Qualifications
- Knowledge of accounting principles and practices as normally acquired through an Associate’s degree in Accounting or closely related field, or equivalent combination of training and experience is required.
- Possess a minimum of three to five years of hands-on experience in a law firm accounting environment; Aderant experience is preferred.
- Must have strong technology skills and particularly strong skills in a service-oriented office environment.
- Demonstrated proficiency with Microsoft Suite, to include Excel and the ability to prepare ad hoc reports and requests as needed.
- Ability to research and resolve errors or discrepancies, effectively and efficiently.
- Ability to anticipate work needs and follow through with minimal direction, follow up on own initiative.
Work Environment
The team atmosphere is fostered not only by the lawyers, but by all members of the support staff. Our firm’s employees are proud of collaborating to service firm clients. Our commitment to teamwork allows us to tap multiple fields of experience from our range of practice areas, ensuring our ability to meet each client’s individual needs. Our team approach enables us to analyze a situation from several points of view until we uncover the advantage that makes the difference for our client.
Position Type/Expected Hours of Work
Regular hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., including lunch hour. This is a full time position working from our Denver office. Overtime is paid at 1.5 times the hourly pay rate when the employee works more than 40 hours in a Sunday through Saturday work week.
Travel
Travel is limited and primarily local during the business day, although some out-of-area and overnight travel may be needed to attend conferences or other professional functions.
Salary Range: $75,000 - $95,000 annually. The final salary will be commensurate with education and experience. Additionally, the firm provides standard benefits including health insurance, 401(k) contribution, and paid time off, with annual bonus potential based on firm performance.
Colorado Residents: Please do not respond to any questions in this initial application that may seek age-identifying information such as age, date of birth, or dates of school attendance or graduation. You may also redact this information from any materials you submit during the application process. You will not be penalized for redacting or removing this information.
An Equal Opportunity Employer
We are an Equal Opportunity Employer (EOE) that values and respects the importance of a diverse and inclusive workforce. The firm’s policy is to recruit, hire, train, and promote persons in all job titles without regard to race, ethnicity, religion, sex, age, veteran status, disability, sexual orientation, or gender identity. We recognize that diversity and inclusion are driving forces in the success of our firm and help our trial teams deliver superior client service informed by diverse viewpoints. We give equal opportunity to all qualified applicants, and we always use job-related factors to make selection decisions.
Salary : $75,000 - $95,000