Billing Rates Specialist

Client Rates Specialist

Goldberg Segalla is a national civil litigation law firm that represents major national and regional companies and insurance carriers in all aspects of business counseling, risk assessment and dispute resolution including representation in various types of claims, controversies and litigation involving personal and other injuries, property damage, contract disputes and business torts. While our Am Law 200 and Chambers ranked firm employs more than 1,000 people, we operate as one tight-knit and highly collaborative team. Goldberg Segalla has an immediate opportunity for a Client Rates Specialist in its Albany, NY office.

POSITION SUMMARY: The Client Rates Specialist supports the firm's Rate Management function by maintaining accurate and compliant billing rates for attorneys and paralegals. This role executes approved rate updates in Aderant, records and maintains rate history and documentation in the Access database, prepares draft rate proposals and supporting materials, and tracks/calendars client and carrier rate review cycles. The Specialist partners closely with the Client Rates Manager, Billing, and File Opening to ensure rates are correctly applied to new and existing matters and that submissions align with client and carrier counsel guidelines.

ESSENTIAL JOB FUNCTIONS:

• Update and maintain rate sets in Aderant based on approved client/carrier rate structures; validate correct application across clients and matters.
• Log rate approvals, changes, exceptions, and notes in the Access database; maintain complete and accurate rate history documentation.
• Draft rate proposals, rate increase submissions, and supporting documentation for Client Rates Manager review (including narratives, schedules, and timekeeper lists as directed).
• Prepare draft responses and supporting materials for rate appeals, reductions, and rejections; route to appropriate stakeholders and track outcomes.
• Calendar and track rate renewal obligations and review cycles (typically at least every two years where possible); maintain Outlook reminders and follow-up queues.
• Coordinate with Billing to ensure invoices comply with approved rate structures and assist with troubleshooting rate-related billing issues.
• Coordinate with File Opening to ensure appropriate rates are applied to new matters and to identify matters/clients with stale rates (e.g., 2+ years old) for review.
• Review client and carrier counsel guidelines to support compliance and flag conflicts, restrictions, or documentation requirements.
• Run and reconcile reports or worklists (Aderant/Access/Excel) to support audits, controls, and data integrity checks.
• Maintain organized electronic files and templates to support consistent proposal drafting, documentation, and institutional knowledge.
• Escalate complex, sensitive, or high-impact issues to the Client Rates Manager promptly.
• Support special projects and process improvements within Rate Management.
• Other duties as assigned.

REQUIRED SKILLS/ABILITIES & EXPERIENCE:

• Strong attention to detail and data integrity; ability to work accurately with rate tables, timekeeper rosters, and guideline requirements.
• Proficiency with Microsoft Excel; ability to reconcile lists, validate changes, and maintain tracking logs.
• Ability to learn and effectively use Aderant and Microsoft Access (or comparable systems) for rate maintenance and documentation.
• Strong written communication skills for drafting proposals and documenting decisions.
• Ability to manage multiple deadlines, maintain calendars/diaries, and follow through on pending items.
• Professional discretion and ability to handle confidential client pricing information.

EXPERIENCE/EDUCATION :

• Associate's degree or equivalent experience required; Bachelor's degree preferred.
• 2+ years of experience in a law firm or professional services environment preferred (billing, finance, pricing, eBilling, or matter intake experience a plus).
• Experience working with billing systems and/or guideline compliance preferred; Aderant experience strongly preferred.

Benefits: The hourly range for this position is $22.50-$29.00. Actual pay may be adjusted based on experience and other job-related factors permitted by law. This position also offers bonuses, and a full benefits package. Our benefits package includes, but is not limited to, health insurance, dental insurance, life insurance, a 401(k) plan, flexible spending, and more. Goldberg Segalla is committed to building a workplace where talented people from different backgrounds, experiences, and perspectives can succeed, grow, and lead together. With a broad national footprint and strong market presence, Goldberg Segalla offers the scale of a growing national firm with a small firm's connective culture. Join #TeamGS today.