Senior Billing Specialist

Thompson Hine LLP, an AmLaw 200 firm regularly recognized for our commitment to Innovation, Inclusion, and collaborative cultural is seeking a full-time Senior Billing Specialist (40 hours/week) to join the Finance department in any of our following offices; Atlanta, Chicago, Cincinnati, Cleveland, Columbus, or Dayton. This position is responsible for managing all aspects of the client billing process for an assigned group of attorneys.

The Senior Billing Specialist will communicate directly with partners, associates, and legal secretaries, as well as other members of the Finance department, in connection with various aspects of client billing. This role will prepare complex multi-payor, consolidated and split billing while managing a large volume of client billing for an assigned group of attorneys.

Job Functions and Responsibilities:

1. Prepare monthly and ad-hoc prebills for attorney review and approval, with an emphasis on accuracy and timeliness.
2. Prepare and revise draft bills, processing attorneys’ comments and revisions.
3. Review prebills/draft bills to ensure matters are compliant with client outside counsel guidelines.
4. Thoroughly understand firm, client, matter and exception rates, advanced and courtesy discounts.
5. Confirm that applicable rates and any fee arrangements are reflected properly on all matters.
6. Submit requests for timekeeper and rate approval when necessary.
7. Apply retainer funds as directed by attorneys.
8. Process write-downs in accordance with Firm policy guidelines.
9. Provide accurate and timely completion of assignments and inquiry responses ensuring that all tasks and duties completed are completed within the Firm’s guidelines and policies.
10. Prepare, submit, track, and monitor e-bills through various client billing platforms, and promptly identify and resolve any issues.
11. Analyze and address rejections and reductions as they arise.
12. Proactively communicate with attorneys regarding matter billing status and other ad-hoc inquiries.
13. Research and respond to inquiries regarding billing issues and problems.
14. Continually evaluate opportunities to improve efficiency and effectiveness when resolving issues.
15. Maintain detailed billing notes outlining procedures, deadlines and other client and attorney preferences related to billing.
16. Support client and attorney requests for accrual and budget information that is timely and accurate.
17. Escalate issues when appropriate to the Manager of Client Accounting – Billing.
18. Maintain a superior level of client service and strive to be a one-stop resource for external clients, Attorneys, Firm-wide staff vendors, and other third parties.
19. Assist Billing Coordinators with training, workflow, and issue resolution when needed.
20. Participate in firm-wide and departmental projects and initiatives.
21. Perform other duties and responsibilities as directed.
22. Provide reports and prepare ad-hoc reports for internal and external clients, upon request.

Required Qualifications

Education, Training and/or Experience

1. Minimum of a high school diploma or GED. Preferably a Bachelor’s degree or equivalent experience in a Billing or related role.
2. Minimum of five years in a Billing Coordinator or Specialist role, preferably in a mid to large-size Law Firm or Professional Services Firm.
3. Prior experience using Aderant Financial Systems, Classic, Elite, BillBlast, and/or eBilling Hub.
4. Familiarity performing electronic billing functions across a wide variety of client billing platforms.
5. Experience identifying and executing resolutions to complex Billing issues and processes.
6. Strong organizational, analytical, critical thinking, and time management skills.
7. Impeccable attention to detail.
8. Comfortable adapting to changing circumstances, processes, and priorities.
9. Capability to manage multiple projects and competing deadlines simultaneously.
10. Place high importance on providing superb client service both internally and externally and building positive working relationship with the team.
11. Comfortable taking initiative but can operate independently or collaboratively as needed.
12. Persistent in pursuing resolutions to tough problems.
13. Ability to occasionally work outside standard business hours and/or adjust personal schedule as deadlines or workload requires.

Knowledge, Skills, and Abilities

Individuals must possess the following knowledge, skills, and abilities, or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodations through some other combination of skills and abilities.

1. Proficiency in Microsoft Office Suite, chiefly Excel and Word, and Outlook 365
2. Knowledge of 10‑key.
3. Ability to work in deadline and on rush assignments.
4. Excellent grammar and proofreading skills.
5. Ability to work with, cooperate with and develop working relationships between various departments, Firm personnel and clients.
6. Occasional filing of client bills in 5‑drawer cabinets which requires bending, stretching, and standing.
7. Excellent customer service skills and telephone etiquette are mandatory.
8. Regular attendance and punctuality are essential functions of this job.
9. Possesses interpersonal skills necessary in order to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff and is a team player.
10. Ability to handle tasks under pressure.
11. Ability to adjust work schedule to work other hours, as required.
12. This position requires the employee to work at a specified location and hours determined by the Manager for the benefit of the department and firm. Changes to the location and/or scheduled hours must be approved by the Manager.

Pertinent to our Cleveland and Chicago office, compensation is determined upon the market in which the position is located, the responsibilities of the position, the experience and skills of the applicant, and other job-related factors. The estimated salary range for this Cleveland position is $70,000 to $88,000 and the salary range for this Chicago position is $75,000 to $92,500.

Thompson Hine LLP is an Equal Employment Opportunity Employer that offers competitive wages, and a robust benefits package. Benefits offerings include, but are not limited to, medical, dental, and vision insurance as well as Paid Time Off (PTO).

Thompson Hine EEO Policy