Billing Specialist

Billing Specialist

Under the general direction of the Billing Manager and according to established Firm policies and procedures, the Billing Specialist is responsible for administering daily billing operations, including accurate cash application and the preparation, review, and submission of client invoices and e-bills. Working closely with attorneys and clients, the Billing Specialist applies client billing guidelines, resolves billing issues, and ensures accurate, timely billing. This position involves substantial interaction with attorneys, including Capital Partners, and clients and requires strong communication skills. 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 days of onsite presence each week. Tuesday is required, and the other day can be Wednesday or Thursday.

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 diverse portfolio of billing assignments for partners and other attorneys, independently handling a broad range of billing requirements while exercising sound judgment and discretion.
• Prepare, review, revise, and finalize client invoices. Conduct pre-bill reviews to verify billing accuracy, identify non-billable entries in accordance with client billing guidelines, and proactively resolve billing discrepancies prior to attorney review.
• 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 and edit client invoices.
• Liaison with partners and clients regarding billing and payment activities, 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.
• Demonstrate a working knowledge of e-billing by maintaining matter-level information, navigating client and third-party e-billing platforms, and resolving routine e-billing issues, including invoice rejections and resubmissions. Submit electronic invoices, monitor invoice status through client approval, and revise and resubmit invoices in accordance with client billing guidelines and requests.
• Analyze client billing guidelines to proactively identify potential issues, minimize billing delays, and maximize successful invoice submission 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.
• Support Team Billing activities by collaborating with attorneys and administrative personnel to prepare accurate and timely invoices, address billing questions, resolve billing discrepancies, and ensure adherence to client billing guidelines and service expectations.
• 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.
• 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.
• Assist the Billing Manager with special projects, including periodic billing and collection initiatives, process improvement initiatives, testing and implementation of billing system enhancements as assigned.

Knowledge, Skills, and Abilities

• Bachelor's degree is required and 3 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 diverse portfolio of billing assignments is preferred. Knowledge of Elite, Aderant, CMS, or comparable legal billing systems, along with experience using multiple e-billing platforms (Billblast, eBillingHub, etc.).
• Computer proficient with experience and working knowledge of Microsoft Office (Word / Excel), Outlook and Adobe.
• 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 35 hours per week in New York to perform the essential duties of the position. Ability to work overtime when required at month-end and year-end in order to process heavy volume of client billing.

The annualized salary range for this position is $90,000 to $100,000. Actual pay will be adjusted based on experience and other job-related factors permitted by law.

We offer an outstanding benefit package which includes: medical/dental/vision, 401k with employer contribution, parental leave, transportation fringe benefit program, back-up care option, generous paid time off policy, and long-term and short-term disability policies.

Katten Muchin Rosenman LLP is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.