Billing Manager

Billing Manager

Katten is a full-service law firm with approximately 700 attorneys in locations across the United States and in London and Shanghai. Clients seeking sophisticated, high-value legal services turn to Katten for counsel locally, nationally and internationally. The firm's core areas of practice include corporate, financial markets and funds, insolvency and restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit and private wealth. Katten represents public and private companies in numerous industries, as well as a number of government and nonprofit organizations and individuals.

The Billing Manager is responsible for managing the day-to-day administration of billing procedures including direction of accurate cash applications, AR monitoring, WIP management, consultation and management/preparation of complex client billing and e-billing by compiling data from client billing guidelines and preparing invoices. Hands-on supervision of the Chicago Office Billing staff is required. Actively focuses on attorney/client/firm billing requirements. Actively communicates with attorneys in the office and client's administrative staff. In consultation with attorneys, follows up on collections as needed. This position requires heavy client and attorney contact. 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, eBilling 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).

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.

• Work directly with attorneys and Legal Executive Assistants/Legal Administrative Assistants to prepare client invoices in conformity with OCGs; make necessary revisions to invoices, based on attorneys' input and transmit final invoices to clients.

• Develop relationships and gain trust of attorneys and Legal Executive Assistants/Legal Administrative Assistants to manage the billing, collections, cash applications, WIP and A/R management, and address all issues related to Finance and Accounting.

• Utilize computerized accounting and billing software programs to enter and compile data.

• Act as Chicago liaison for all billing, collections and accounting issues utilizing Chicago Billing personnel and Accounting and Collections as support, as well as all, other offices.

• Manage the workload of the office billing staff and assure equitable distribution of work. Pre-review of draft bills for accuracy and non-billable entries (per specific client guidelines or minimal dollar value) prior to forwarding to attorneys for review.

• Direct the preparation of invoices and e-bills according to attorney and client billing guidelines. Track the e-Billing progress and resolve any issues until approved by the client.

• Coordinate with attorney and/or Legal Executive Assistants/Legal Administrative Assistants regarding transmittal of paper invoices.

• Assist Accounting Department, when necessary, to determine how payments are to be applied against invoices. Assist Collection Department with necessary research when payments do not match invoice amounts and resolve any discrepancies.

• Revise invoices per attorney/client/Collection department requests.

• Revise rejected e-billed invoices per client request.

• Reconcile discrepancies and/or issues that may arise by conducting complex and detailed analysis of billing inaccuracies. Reconcile accounts where funds are misapplied as appropriate.

• Preparation of Excel spreadsheets requested by attorneys to benefit client relations.

• High quality customer service focus when working with clients and attorneys. Respond promptly, politely and in a reliable manner to partners and other attorneys and assure that the billing staff does the same.

• Maintenance of billing notes, including critical information needed to prepare invoices as well as client specific information.

• Preparation of write-off authorization forms including appropriate approvals.

• Assist the Director of Revenue with special projects when necessary.

• Provide backup to other Firm office locations in preparing invoices and/or correcting pre-bills.

Supervisory responsibilities

• This position has significant supervisory responsibilities, which include: implementation of firm policies and applicable statutes; managing training and mentoring the billing staff; interviewing, hiring and conducting performance reviews; planning, assigning and directing work and rewarding and disciplining the billing staff. The incumbent is expected to build camaraderie with Billing Managers of other offices and share knowledge and best practices.

• Must be a strong leader and set an example for the staff. Must react with calm and confidence during work pressure.

• Continuously stress quality and productivity to assure internal clients (partners and attorneys of the firm) receive service of excellent quality.

Knowledge, skills, and abilities

• Bachelor's degree preferred and seven or more years progressive billing/e-billing experience in SAP, CMS/Aderant or Elite, preferably in a large legal or professional services firm are required; or equivalent combination of education and experience. Must have working knowledge of an automated accounting and collection system (SAP a plus). Knowledge of general accounting principles.

• Computer proficient with experience and working knowledge of Microsoft Office (Word / advanced Excel skills), 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.

• 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 37.5 hours per week 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.

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.