Legal Billing Specialist

Our client, a mid-size law firm located in DC, is seeking a Legal Billing Specialist. This position is responsible for managing all aspects of the Firm's billing process, from client and matter setup through the preparation and distribution of final invoices. This position works closely with Principals, attorneys, and staff to ensure accurate, timely, and compliant billing practices while providing exceptional internal and external client service. Reporting directly to the Controller, the Billing Specialist prepares billing analyses and reports, supports billing system administration, and assists with the development and implementation of Firm billing policies and procedures. This position requires a high level of professionalism, attention to detail, discretion, and the ability to manage multiple priorities in a deadline-driven environment. Essential Duties and Responsibilities Maintain attorney and client fee schedules within the billing system. Track exceptions to the fee schedule and ensure invoicing reflects the correct fees. Review retainer agreements for compliance with Firm billing requirements and accounting-related provisions. Coordinates the Firms conflict of interest practice by ensuring all partners review and respond to the conflict check. Establish and maintain client, matter, timekeeper, and billing information within the Firm's accounting and billing system. Monitor attorney and paralegal time entry throughout the month and provide assistance to ensure timely completion. Track unreleased and released time; follow up with timekeepers to ensure deadlines are met. Provide periodic billing status updates to Firm Principals, the Controller, and the Director of Administration. Review and proof time entry reports for accuracy, billing guideline compliance, correct client/matter coding, and proper narrative descriptions. Prepare and distribute pre-bills for attorney review and coordinate revisions through final approval. Process complex billing arrangements, discounts, write-offs, and billing adjustments as authorized; maintain supporting documentation and related tracking records. Generate, distribute and archive final client invoices in accordance with established billing schedules. Research and respond to attorney and client billing inquiries promptly and professionally. Prepare attorney fee applications and supporting billing documentation for courts, insurance companies and other third parties. Produce reminder statements, special invoices, and other billing-related correspondence. Work with the billing software vendor to enhance reporting, troubleshoot issues, improve workflows, and develop custom billing templates. Prepare recurring and ad hoc billing, realization and productivity reports for management. Assist with the development, maintenance and communication of Firm billing policies and procedures. Administer the Firm's global billing process, including the allocation, tracking and distribution of shared time entries. Maintain billing records and documentation in accordance with Firm document retention and records management policies. Identify billing process improvement opportunities and work closely with the Controller to implement solutions that improve efficiency, accuracy, realization, reporting and client service. Perform other duties and special projects as assigned by the Controller or Director of Administration. Maintain the confidentiality and security of client, financial, personnel and Firm information. Knowledge, Skills and Abilities Required Education Bachelor’s degree in accounting, finance, business administration, or a related field, or an equivalent combination of education and experience. Work experience Three years of high volume and complex billing experience, law firm experience preferred. Skills Communicate effectively both verbally and in writing; understanding of accounting principles; proficient with billing software and technology including Microsoft Office Suite and standard office equipment; working knowledge of the Ability to read and understand spreadsheets. Ability to organize and prioritize numerous tasks and complete them under time constraints. Ability to interpret and apply written and verbal instructions, policies, procedures and technical information. Flexibility to adapt to changes in Firm’s policies, procedures and technology. Interpersonal skills are necessary to effectively communicate and follow instructions from a diverse group of clients, attorneys, and staff and provide information with courtesy. #J-18808-Ljbffr