Legal Admin I

Pay Rate: $21 - $23/Hour

Job Description:

The Corporate Law Department is seeking a detail-oriented, organized, and proactive Legal Billing Specialist to join its Legal & Finance Operations team. The Legal Billing Specialist will handle varied responsibilities relating to management of outside counsel (law firms) and other vendors. Key responsibilities will include managing the processing, auditing, and reviewing of outside counsel invoices; researching and troubleshooting issues with law firms; supporting vendor setup processes; training internal and external end users; maintaining work-in-progress records; and monitoring and enforcing time entry deadlines. The Billing Specialist must have strong analytical and problem-solving skills, good judgment, excellent decision-making skills, be detail oriented, and possess the ability to work in a fast-paced environment. The ideal candidate will be willing and able to quickly and continuously learn, have a high comfort level with Microsoft Excel and Outlook, recognize the urgency and confidentiality concerns of the team and department, and have excellent customer service skills.

KEY RESPONSIBILITIES:

• Electronically review and route large volume of invoices for approval in accordance with Law Department billing guidelines
• Approve, adjust, or reject invoices according to guidelines, and provide guidance to attorneys with inquiries regarding outstanding invoices
• Manage portfolio to minimize invoice aging by reviewing/reconciling aging reports monthly
• Liaise with outside counsel firms, in-house attorneys, and intercompany AP departments to ensure payments have been released timely
• Communicate with outside counsel in a collaborative style to manage non-compliance with billing guidelines
• Collect monthly accruals from outside counsel and follow-up with non-compliant firms
• Research, identify, and investigate open and unresolved items within SAP
• Assist with processing items outside of billing system; coordinate manual invoice entry in SAP for payment
• Summarize outcomes, present information, and propose ideas to senior management to identify areas of process improvements and/or increased efficiency
• Provide and participate in cross-training within the team as requested
• Contribute on special projects, as defined by Legal Billing Manager or Legal Operations Director, which may include preparing ad-hoc reports, system data clean-up, and process updates/changes
• Collaborate with billing system vendor and PTP Vendor Setup Global Business department for law firm onboarding
• Aggregate and manipulate data in Excel to gather outside costs and to assist in billing processes
• Actively participate in team meetings to identify issues, bring clarity to potential issues, and contribute to the team’s duties and continual process improvement
• Additional billing and finance related responsibilities as capacity and workload allow

PREFERRED QUALIFICATIONS:

• 5+ years in legal billing or relevant e-billing experience
• Understanding of end-to-end invoice lifecycle (work in progress, invoicing, accounts payable, accounts receivable)
• Experience with SAP, ERP Production
• Advanced skills in Microsoft Office suite, especially Excel and Outlook
• Previous experience in a law firm or professional services organization, supporting a multi-office environment
• Excellent communication skills
• Superior ability to multitask and prioritize workload
• Self-motivator with a positive, professional disposition, including under pressure
• Ability to operate in a fast-paced business environment, demonstrated willingness to learn new skills