Billing Specialist

About the Position

The Billing and Collections Specialist is a key member of the finance team, responsible for managing client billing and ensuring the timely collection of payments. This role oversees the full billing lifecycle along with a range of accounting-related duties, all performed in accordance with established policies and procedures.

The ideal candidate will work closely with attorneys, legal support staff, and clients to produce accurate, detailed invoices, follow up on outstanding balances, and resolve billing inquiries. Success in this role requires strong attention to detail, excellent customer service skills, and a solid understanding of legal billing processes and compliance guidelines.

This is a hybrid position.

Essential Duties and Responsibilities

• Generate, review, and edit proformas/pre-bills based on attorney and staff requests, including write-offs, time/cost transfers, and time entry adjustments in accordance with firm policies
• Prepare, review, and distribute client invoices following attorney instructions and client billing guidelines, ensuring accuracy of time entries and expense details prior to submission
• Submit electronic invoices through various e-billing platforms in compliance with outside counsel guidelines, including UTBMS coding and LEDES formatting requirements
• Set up new clients and matters within e-billing systems; manage timekeeper rates, annual updates, and budget/accrual submissions
• Monitor e-billing platforms for invoice status, rejections, and disputes; proactively resolve issues to support timely payment
• Collaborate with clients and platform administrators to troubleshoot technical issues and stay current on e-billing requirements
• Respond to billing inquiries from both internal stakeholders and external clients in a timely, professional manner
• Post client payments and research proper allocation of funds
• Track accounts receivable for assigned clients and partner with attorneys on collection efforts for past-due balances
• Provide backup support to other billing team members and assist with departmental processes
• Prepare and distribute regular and ad hoc billing and financial reports
• Maintain detailed billing records, including documentation of collection activity and client communications
• Support month-end and year-end close processes, audits, and compliance reviews
• Travel to other office locations as needed for cross-office support and training initiatives
• Contribute to firmwide projects and process improvement initiatives

Education and Experience

• Associate degree or coursework in Accounting, Finance, or a related field
• Minimum of 3 years of full-cycle billing and collections experience within a law firm environment
• Hands-on experience with e-billing systems such as Legal Tracker, Tymetrix, CounselLink, Collaborati, Collaboration Portal, or Billing Point

Qualifications

• Proficiency in Microsoft Office, with strong Excel skills
• Experience with legal accounting software; familiarity with Aderant Expert Billing and BillBlast is a plus
• High level of professionalism and integrity, with strict adherence to confidentiality standards
• Strong attention to detail and commitment to accuracy
• Proactive problem-solving mindset with a focus on process improvement
• Excellent communication and interpersonal skills, with the ability to work effectively across all levels of the organization and with clients
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Ability to work independently and take initiative
• Comfortable working in a fast-paced, deadline-driven environment with evolving priorities