Billing & Collections Specialist

Billing & Collections Specialist

The Billing and Collections Specialist is a key member of the finance team, and is responsible for managing client billing and ensuring timely collection of payments for the firm. This position involves the completion of all facets of the billing and collections function and a variety of accounting duties following established policies and procedures. The ideal candidate will collaborate closely with attorneys, legal assistants and clients to generate accurate and detailed bills, follow up on outstanding invoices and resolve billing inquiries. The role also demands a meticulous attention to detail, strong customer service skills and a deep understanding of legal billing processes and guidelines. This position is currently a hybrid role.

Essential duties and responsibilities include:

• Generate, review and perform edits on proformas or pre-bills in response to attorney and secretary requests, including but not limited to write-offs in accordance with firm policies and procedures, time or cost transfers and time entry
• Generate, review and distribute client bills in accordance with attorney instructions and client billing guidelines. Ensures accuracy and completeness of billing information, time entries and cost disbursements prior to electronic submission or mailing to clients.
• Prepare and submit/upload electronic invoices to various clients e-billing portals in compliance with clients outside counsel guidelines, cost back up, fee structures, UTBMS codes and LEDES file format requirements.
• Setup of new clients and matters for e-billing; manage timekeepers and the rate processes such as new timekeeper rates submissions or the annual rate updates; create and upload budgets or accruals on clients e-billing portals.
• Monitor e-billing portals for invoice status, rejections and disputes and proactively address any issues to ensure timely payment.
• Collaborate with clients and e-billing platform administrators to troubleshoot technical issues and stay informed of changes in e-billing regulations.
• Liaise with external clients and internal staff to address and resolve billing issues and inquiries in a timely and professional manner.
• Post client payment and conduct research regarding proper payment allocation.
• Monitor payment of assigned clients' accounts receivable, working closely with attorneys to coordinate follow-up activities on past due accounts and unapplied cash or on account fees.
• Act as back-up support for other office billers and assist with other departmental processes.
• Prepare and distribute daily/weekly/monthly billing or any other ad hoc reports, as needed.
• Maintain detailed records of billing files/e-files, collection efforts and communications with clients for the department, attorneys, audits and other
• Assist with monthly and year-end closing and reporting, as well as audits and compliance reviews related to billing and collection process.
• Travel to various Firm offices on an ongoing or as needed basis in order to support other offices and participate in firmwide or Finance Department training
• Assist with various firmwide initiatives and special projects, as assigned

Education and/or experience: Associate degree or related course work in Accounting, Finance or related field. Minimum of 3 years of full-charge billing and collection experience in a law firm. In-depth knowledge and hands on experience of electronic billing systems with various platforms such as Legal Tracker (Serengeti) Tymetrix, CounselLink, Collaborati, Collaboration Portal and Billing Point required.

Qualifications include:

• Proficient in Microsoft Office applications, particularly Excel.
• Experience with law firm accounting software; familiarity with Aderant Expert Billing and Billblast is a strong plus.
• Demonstrates high levels of professionalism and integrity, observing confidentiality in all firm and client matters.
• Detail oriented with a commitment to accuracy and thoroughness. Exhibits a proactive approach to problem-solving and process improvement.
• Excellent communication and interpersonal skills, with the ability to interact effectively with clients, attorneys and all levels of firm personnel.
• Ability to multitask and prioritize, while anticipating work needs.
• Capable of working independently, with minimal direction and follow up on own initiative.
• Performs at high levels in a fast paced, ever-changing work environment, adapts to changing priorities, tight deadlines and work demands.

Other duties may change at any time with or without notice.

Allen Matkins is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, national or ethnic origin, ancestry, citizenship, age, marital status, medical condition, physical or mental disability, veteran status, all other characteristics prohibited by law, or gender identity and/or expression.

Compensation: Allen Matkins is an Equal Opportunity Employer and offers a competitive compensation & benefits package. The anticipated base salary range for this full-time role is $70,000.00- $100,000.00 per year. Actual salary will depend upon a number of factors, including, but not limited to, relevant experience, job-related skills, qualifications, and location.

Jeffer Mangels Butler & Mitchell LLP