E-Billing Systems Administrator

Wiley, a leading law firm in Washington, DC, is seeking a E-Billing Systems Administrator to support our Accounting and Finance department. The E-Billing Systems Administrator manages the implementation and oversight of e-billing processes, ensuring seamless onboarding and invoice processing through BillBlast, and compliance with firm and client billing standards. The E-Billing Systems Administrator is also responsible for creating and maintaining comprehensive documentation of processes and procedures, developing strategies to improve billing efficiency and accuracy, and providing guidance and training to team members.

This position is eligible to participate in the firm's flexible work program.

SUPERVISORY RESPONSIBILITIES:

• When appropriate, assists with recruiting, interviewing, hiring, and training new staff in the department
• Oversees the daily workflow of team members
• Provides staff with constructive and timely performance feedback and evaluations
• Handles disciplinary process, including escalating employment matters to the head of the department and the Senior Director of Human Resources when necessary
• Provides leadership and mentoring to staff, including on-going performance management, feedback and coaching, identification of training opportunities, and preparation of career development plans

OTHER RESPONSIBILITIES/ESSENTIAL FUNCTIONS:

• Manage implementation efforts for new e-billing clients or clients transitioning to new e-billing platforms
• Meets the department’s expectations to retrieve, read and/or respond to firm and client-related e-mail messages during and outside of core business and scheduled work hours by connecting a personal mobile device (smartphone or tablet with a data plan) to the firm’s network
• Maintain technical oversight of firm e-billing vendor systems and BillBlast (firm clearinghouse), including collaborating with internal teams and vendors to troubleshoot and resolve any system related issues
• Oversee the submission, tracking, and reconciliation of invoices through various client-specific ebilling systems (e.g., CounselLink, Legal Tracker, Collaborati, LegalX, Tymetrix, BillBlast, Onit, etc.)
• Research invoice rejections, reductions, and appeals; coordinate responses with attorneys, LAAs, billing staff and clients to resolve issues timely
• Ensure compliance with firm billing policies, client Outside Counsel Guidelines (OCGs) and various e-billing platform requirements
• Conduct regular audits of e-billing submissions to maintain accuracy, consistency, and adherence to compliance standards
• Ensure weekly new timekeeper and new matter reports for e-billed client/matters are reviewed and appropriate actions are taken
• Develop and maintain documentation for e-billing best practices, procedures, and training materials, making recommendations for process improvements and efficiency
• Monitor and manage e-billing inbox and address inquiries and requests in a timely manner
• Perform and support various departmental tasks/functions, including:
• Processing of e-bills of assigned clients
• Submission of timekeepers for approval to client-specific e-billing systems
• Submission of client rates to vendor sites
• Assist with annual rate and invoice submission backlogs
• Coordinate accrual and other information requests
• Produce and maintain reports to assist in reconciliation and collection of outstanding receivables
• Meets the department’s expectations to retrieve, read and/or respond to firm and client-related e-mail messages during and outside of core business and scheduled work hours by connecting a personal mobile device (smartphone or tablet with a data plan) to the firm’s network

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to communicate professionally and effectively, both in oral and written form
• Ability to multi-task, prioritize/coordinate deadlines and track progress of tasks
• Ability to organize workflow and use time efficiently
• Ability to demonstrate attention to detail and accuracy
• Must maintain confidentiality of work-related information and materials
• Must establish and maintain effective working relationships in or out of a team environment
• Self-motivated with the ability to work independently
• Proven problem-solving skills with the ability to see tasks through from inception to resolution
• Proficiency with the Microsoft Office suite (Outlook, Word, Excel, PowerPoint), including advanced knowledge of Excel
• Proficiency with standard office equipment including personal computer, copiers and 10-key calculator
• Familiar with standard billing procedures and policies
• Understands and adopts the organizational structure
• Possesses the attitude of collaboration and sharing
• Willingness to learn and adopt new methodologies
• Flexibility and willingness to respond to issues during and outside of core business hours

EDUCATION AND EXPERIENCE:

• High school diploma required. Accounting degree or college level accounting classes preferred
• Minimum five (5) plus years of related e-billing experience in a law firm required
• Prior experience with eBillingHub or BillBlast preferred

WORK ENVIRONMENT:

• Position operates in a professional office environment which is usually quiet to moderate
• Position routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets
• Position requires that the employee be able to multi-task in a fast-paced work environment

PHYSICAL DEMANDS:

• This position is primarily a sedentary position. However, some duties and responsibilities may require the employee to lift files, open filing cabinets, bend or stand, reach with arms and hands, climb or balance, occasionally move about to access office equipment, file cabinets, etc.
• May require employee to carry or lift items weighing up to 10 pounds

This description outlines the basic requirements of this position. It is not intended to be a complete description as other duties may be assigned.

The base salary for this position is expected to be between $95,000 to $115,000 annually. Actual salary will be determined based on skills, experience (to the extent relevant) and other job-related factors, consistent with applicable law.

Wiley’s comprehensive benefits package includes medical and prescription drug plan coverage, dental, vision, flexible spending and health savings accounts, life insurance, 401(k) retirement plan with firm discretionary contribution, generous paid time off (PTO) package plus ten firm paid holidays, access to state of the art on-site fitness facilities and locker rooms and wellness programming, paid parental leave and subsidized backup child/elder care, and more.

*Wiley is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity or expression, genetic information, military and veteran status, personal appearance, family responsibilities, political affiliation, matriculation status, credit information, status as a victim or family member of a victim of domestic violence, a sexual offense or stalking, homeless status, or any other characteristic protected by applicable law.

**This Organization Participates in E-Verify. This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.