Senior Billing Specialist

Senior Billing Specialist

Under the general direction of the Billing Manager and according to established Firm policies and procedures, the Senior Billing Specialist is responsible for the day-to-day administration of the Firm's billing operations, including overseeing accurate cash application activities and independently managing the preparation and submission of sophisticated client invoices and electronic billing. This role analyzes and applies client billing guidelines, ensures compliance with client and Firm requirements, and proactively resolves billing issues to facilitate timely and accurate invoice submission.

The Senior Billing Specialist independently coordinates all aspects of the billing process for attorneys with high-revenue and/or high-volume practices, exercising sound judgment and discretion to meet attorney and client expectations. This position partners closely with attorneys, including Capital Partners, clients, and internal departments, requiring exceptional communication, relationship management, and problem-solving skills to deliver outstanding client service. Maintains professionalism and strict confidentiality in all client and Firm matters.

Ability and availability to work from November 15th through January 31st preferably with minimum scheduled time off (excluding medical/family emergencies) in order to meet billing, e-Billing and collection deadlines at year-end.

Katten offers a hybrid work model, allowing the flexibility to work both on-site and remotely on a regular basis (KattenFlex). This role requires 2-3 days of onsite presence each week.

Essential Duties and Responsibilities include, but may not be limited to, the following. Other duties may be requested and/or assigned. Regular and predictable attendance is an essential function of the position. Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Manage a portfolio of complex billing assignments supporting partners and other attorneys with large, sophisticated, and diverse books of business. Apply advanced billing expertise, sound judgment, and strong analytical skills to resolve complex billing issues while ensuring timely, accurate billing and exceptional client service.
• Prepare, review, revise, and finalize client invoices utilizing advanced billing methodologies, including consolidated billing, alternative fee arrangements (AFAs), and other customized billing arrangements. Perform comprehensive pre-bill reviews to verify accuracy, ensure compliance with client billing guidelines, identify non-billable or inappropriate time entries, and resolve discrepancies prior to attorney review, preparing invoices for attorney approval and submission.
• Perform detailed analyses of billing discrepancies and account variances, reconciling misapplied funds, resolving billing exceptions, and ensuring compliance with Firm policies and client billing requirements.
• Partner directly with attorneys and Legal Executive Assistants/Legal Administrative Assistants to prepare, review, edit, and finalize client invoices while ensuring accuracy, timeliness, and adherence to client expectations.
• Liaison between partners and clients regarding billing and payment activities, including annual reporting and analysis, reconciliation of payments to billings, and facilitation of compliance with client legal service provider requirements and outside counsel guidelines.
• Utilize Firm billing and accounting systems to compile, analyze, reconcile, and maintain accurate billing data while ensuring adherence to Firm policies, procedures and internal controls.
• Manage billing responsibilities for multi-jurisdictional clients, demonstrating an understanding of varying client requirements, regional considerations, tax implications where applicable, and practice-specific billing nuances across offices and jurisdictions.
• Demonstrate advanced expertise in e-billing by independently managing complex e-billing matters, including invoice appeals and resubmissions, budget-related rejections, rate set administration, and compliance with client billing requirements. Submit electronic invoices through client and third-party e-billing platforms, proactively monitor invoice status, investigate and resolve submission and approval issues, and revise rejected invoices to ensure timely client acceptance and payment.
• Analyze and interpret complex client billing guidelines to proactively identify potential issues, minimize billing delays, and maximize billing compliance and improve invoice acceptance, realization, and collection outcomes.
• Conduct comprehensive reviews of draft invoices to identify non-billable entries, guideline compliance concerns, billing inconsistencies, and opportunities to improve realization and collection performance.
• Serve as a primary billing resource for Team Billing, managing the coordination of billing activities across multiple attorneys, matters, and client engagements. Partner with attorneys, legal assistants, and administrative personnel to ensure timely and accurate billing, interpret client billing guidelines, resolve complex billing issues, and proactively address challenges to support exceptional client service.
• Collaborate with the Accounting Department, as needed, to research and the appropriate application of client payments against outstanding invoices while resolving payment discrepancies.
• Perform periodic reviews of aged work-in-process (WIP) to identify outstanding issues in accordance with Firm guidelines. Prepare recommendations for attorneys regarding WIP write-offs, obtain the necessary approvals, or document business justification for retaining aged WIP balances.
• Maintain active involvement in the collections process by partnering with attorneys, clients, and collections personnel to research outstanding balances, resolve disputed charges, identify barriers to payment, and support timely collection efforts.
• Create detailed Excel reports and spreadsheets for attorneys to support client-specific needs, facilitate informed decision-making, and promote positive client relationships.
• Maintain comprehensive billing notes and detailed client profiles documenting billing preferences, submission requirements, special handling instructions, client specific guidelines and collection considerations to ensure consistency and continuity of service.
• Demonstrate advanced problem-solving and decision-making skills, independently researching and resolving billing discrepancies, client concerns, and process exceptions with minimal supervisory direction.
• Serve as a subject matter resource and mentor to less experienced billing team members by providing guidance on billing procedures, client requirements, Firm policies, best practices, and effective resolution of complex billing issues, promoting consistency, accuracy, and continuous professional development across the team.
• Assist the Billing Manager with special projects, including periodic billing and collection initiatives, process improvement initiatives, testing and implementation of billing system enhancements, ad hoc reporting and other departmental initiatives as assigned.

Supervisory Responsibilities

• This position does not have formal supervisory responsibilities; however, the Senior Billing Specialist serves as a key resource and leader within the department by providing training, mentorship, and guidance to Billing Coordinators and team members. The role leverages subject matter expertise to promote best practices, support team development, and assist management with departmental initiatives, process improvements, and special projects.

Knowledge, Skills, and Abilities

• Bachelor's degree is required and 10 or more years progressive billing/e-billing experience preferably in a large legal or professional services firm is required; or equivalent combination of education and experience. Demonstrated experience supporting partners or attorneys with complex, high-volume practices. Knowledge of general accounting principles. Advanced knowledge of Elite, Aderant, CMS, or comparable legal billing systems, along with extensive experience using multiple e-billing platforms (Billblast, eBillingHub, etc.).
• Computer proficient with experience and working knowledge of Microsoft Office (Word / Excel), Outlook and Adobe.
• Demonstrated leadership skills, including the ability to mentor, train, and provide informal guidance to team members without direct supervisory responsibility.
• Proven ability to interpret and administer complex client billing guidelines, alternative fee arrangements, consolidated billing structures, and multi-office client relationships.
• Analytical skills requiring an aptitude for detail and accuracy in order to conduct analysis of complex client billing problems, reconciliation of billing related issues, ability to multi-task with numerous reports simultaneously.
• Exhibit high degree of initiative in order to manage multiple priorities in a fast-paced, deadline-driven, detail-oriented work environment, and ensure work is completed within strict deadlines. Proactive with excellent troubleshooting, problem resolution, and follow-through skills.
• Excellent interpersonal, verbal and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts.
• Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish information in report/Excel format, written correspondence, e-mail, or verbally.
• Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position's responsibilities.
• Ability to perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying numerical data, processing complex client billing, preparing various billing reports, reconciling appropriation of account funds, and processing write-offs.
• Possess excellent knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting in order to interpret source data, prepare complex client billing, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.
• Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 10 pounds.
• Work occasionally requires more than 37.5 hours per week.