Legal Billing & Collections Specialist

Job Description

Job Description

GROSSMAN YOUNG & HAMMOND

Legal Billing & Collections Specialist

Washington, DC (Hybrid) | Remote Eligible · $65,000–$100,000 · Full-Time, Non-Exempt · Reports to: Operations Manager

ABOUT THE FIRM

Grossman Young & Hammond is a nationally recognized immigration and international human rights law firm. Our work is meaningful—and we know that strong, accurate billing operations are essential to sustaining it. We are seeking an experienced Legal Billing & Collections Specialist to own our billing cycle end-to-end and bring structure, precision, and accountability to our financial operations.

POSITION SUMMARY

This is a hands-on, high-accountability role for an experienced billing professional—not an entry-level position. You will be the operational backbone of our billing cycle: generating and reviewing invoices, managing accounts receivable, driving collections follow-up, maintaining trust account accuracy, and producing clean reporting that leadership relies on.

You will work directly with attorneys and firm leadership to ensure billing workflows run smoothly, discrepancies are resolved quickly, and our financial data is accurate and audit-ready. The right candidate takes ownership, works independently, and brings solutions—not just tasks completed.

WHAT YOU’LL OWN

Billing & Invoicing

• Generate, review, and finalize client invoices with a high degree of accuracy
• Apply billing guidelines, rate structures, and attorney preferences consistently
• Identify and resolve billing discrepancies, write-offs, and adjustments proactively
• Coordinate with attorneys to ensure invoice approval and timely release

Accounts Receivable & Collections

• Own the AR aging report—monitor outstanding balances and take action
• Conduct proactive, professional follow-up with clients on overdue invoices
• Escalate and document problem accounts; track payment arrangements and commitments
• Maintain accurate collections records and report status to leadership regularly

Trust Accounting & Expense Tracking

• Process and reconcile trust account transactions in compliance with firm policy
• Track client expenses and ensure accurate allocation to matters
• Flag discrepancies and irregularities for attorney or management review

Reporting & Reconciliation

• Produce regular billing and collections reports for firm leadership
• Reconcile billing data against payments received; identify and resolve variances
• Support month-end and year-end close processes with accurate financial data

System Accuracy & Process Improvement

• Maintain clean, accurate data in Filevine, QuickBooks, and related systems
• Identify workflow inefficiencies and propose practical improvements
• Document billing procedures and support onboarding of attorneys to billing processes

WHAT YOU BRING

Required

• 5+ years of billing and accounts receivable experience, preferably in a law firm or professional services environment
• Demonstrated ability to manage the full billing cycle independently, from invoice generation through collections
• Working knowledge of accounts receivable principles and trust accounting basics
• Proficiency in QuickBooks or comparable accounting software (required)
• Strong Excel skills: formulas, pivot tables, and reporting
• Experience identifying and resolving billing discrepancies without hand-holding
• Excellent attention to detail—errors in billing have real consequences and you understand that
• Professional communication skills for collections follow-up with clients and internal coordination with attorneys
• High level of discretion and integrity when handling confidential financial and client information

Preferred

• Experience with Filevine or comparable legal practice management software
• Familiarity with legal billing conventions (UTBMS codes, AFA arrangements, retainer management)
• Prior experience in an immigration or litigation firm

⚠️ Note: Candidates will complete a brief billing and accounting skills assessment as part of the interview process.

WHAT YOU’LL GET

• Competitive salary: $65,000–$100,000, based on experience and demonstrated expertise
• Benefits package including health insurance, PTO, and retirement plan
• Hybrid work environment with fully remote flexibility
• A collaborative, mission-driven team where your work has real impact
• The opportunity to build and improve billing systems—not just maintain them

WORKING CONDITIONS

This role involves extended computer use, regular communication via phone and video, and occasional time-sensitive deadlines tied to billing cycles. Careful handling of confidential financial and client information is required at all times.

EQUAL OPPORTUNITY EMPLOYER

Grossman Young & Hammond, LLC is an equal opportunity employer committed to building an inclusive workplace. We do not discriminate on the basis of race, color, religion, sex, pregnancy, gender identity or expression, sexual orientation, national origin, age, disability, marital status, family responsibilities, political affiliation, genetic information, or any other protected characteristic. We comply with all applicable federal and District of Columbia employment laws, including pay transparency requirements.

HOW TO APPLY

Apply through the Grossman Young & Hammond Career Center and upload your resume and a cover letter describing your experience managing billing operations and collections. In your cover letter, please briefly describe a time you identified and resolved a billing or AR problem independently.

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