Billing Coordinator

SUMMARY: Reporting to the CFO, this position supports the billing efforts in both electronic (e-billing) and paper forms for the Birmingham office of the Firm.Responsible for opening files and routing information to appropriate persons or systems according to established policies and procedures. Responsible for all assigned billing tasks in the firm's time and billing system and e-billing tasks for those matters that require e-billing. Close files as requested by attorney, or document specialist. Enters data and processes data for conflicts. Observes confidentiality in all client and firm matters.


ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Utilizes BillBlast software to enter and monitor client billing
• Closes files in the business system, when requested, by the secretary or attorney.
• Utilizes computerized accounting, billing and payables software programs.
• Generates statements and reports using word processing and accounting software.
• Maintains telephone and personal contact with clients, attorneys and staff on billing matters.
• Originates computerized drafts/pre-bills on monthly basis for review by the appropriate timekeeper in the firm.
• Makes necessary corrections on WIPs/Drafts, generates client invoices and submits to client; whether by mail, email or e-billing system as designated by client guidelines.
• Generates monthly client reminder statements on a monthly basis or as designated by the appropriate timekeeper.
• Responsible for maintaining and updating client matter information into third party electronic billing software systems for our clients who use electronic billing systems. Generates invoices and uploads invoices into third party software systems for payment processing. Ensures all required expense documentation is submitted as required by client guidelines. Processes appeals in a promptly manner as required by client guidelines.
• Processes daily mail, client checks and posts client payments as back-up for the bookkeeper, when required.
• Assists Office Administrator in various time and billing projects as needed.
• Assists Office Administrator in collections efforts as requested. Contacts new clients when invoices are 45 days old.
• Maintains accurate audit trails for any and all adjustments to invoices, A/R, WIP and Write-offs as outlined by firm administration.
• Reads, uses and is familiar with all computer systems instruction manuals and firm procedures. Maintains and updates instruction/procedural manuals as needed.
• Organizes and maintains retention files for required period of time.
• Assist in producing data or reports for financial management and analysis as requested.
• Assists with or trains new hires on time and billing aspects of the business system.

WORKING CONDITIONS:

Normal office environment with some exposure to noise, dust temperature and the like.

EEO STATEMENT:

Our Firm is an equal opportunity employer, and we look to fill every position with the best qualified person regardless of age, gender, race, religion, disability, national origin, gender identity or sexual orientation. With offices across Alabama and Florida, we recruit from all over the Southeast and beyond to find the right fit for every position.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.


Requirements

KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• E-billing experience preferred, Aderant and BillBlast experience a plus.
• Ability to read and write at a level normally acquired through completion of high school or equivalent in order to maintain records and filing systems.
• Ability to operate office equipment including personal computer, calculator, photocopier, printer and telephone.
• Analytical skills necessary in order to conduct complex and detailed instructions regarding generating invoices, A/R issues, collection issues or decision making on various accounting problems.
• Interpersonal skills necessary in order to communicate in person, by e-mail and telephone, and follow instructions effectively from a diverse group of attorneys and staff and provide information with professional courtesy and tact.
• Work occasionally requires a high level of mental effort and strain when performing high volume of clerical tasks and performing other essential duties.
• Work may require irregular hours, and occasionally requires more than the established office hours per week to perform the essential duties of the position.

TYPICAL PHYSICAL NEEDS:

Requires prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports. May need to climb stairs, ladders and/or scaffolding and lift up to 30 lbs.