V107 - Billing Assistant | Legal Billing and Collections Coordinator
About The Position
As a Bilingual Billing Clerk, you will play an important role in supporting the firm’s billing and collections lifecycle, helping ensure accurate invoicing, timely payments, and healthy accounts receivable. You will work closely with clients and internal team members to manage billing inquiries, retainer replenishments, payment processing, and collections activities while maintaining accurate records. This role is ideal for a highly organized and detail oriented professional who communicates clearly, exercises sound judgment, and takes ownership of financial administrative processes. The successful candidate will be comfortable handling sensitive financial information, communicating professionally with clients, and following established procedures while knowing when an issue requires escalation. Join Job Duck and contribute to an essential function that helps maintain consistent cash flow and supports the firm’s day to day operations.
Requirements
- Schedule: Monday through Friday, 9:00 AM to 6:00 PM PST
- Location: California
- Time Zone: PST
- Experience with billing, invoicing, accounts receivable, collections, or related administrative functions
- Demonstrated proficiency with accounting and case management software
- Experience with trust accounting and prebilling is preferred
- Strong business writing, grammar, and proofreading skills
- Ability to communicate directly and professionally with clients regarding billing, payments, retainers, and collections
- Ability to handle confidential financial information with discretion
- The position is administrative in nature and must be performed under attorney supervision
- The role does not involve practicing law, providing legal advice, or discussing case strategy with clients
- Non standard billing arrangements and payment plans require prior written approval from the Director of Operations or Owner
- Refunds require Owner approval
- Expected call volume: 6 to 15 calls per day
- Excellent verbal and written communication skills in both English and Spanish
- High attention to detail and commitment to data accuracy
- Strong organizational and time management skills
- Professional and confident client communication
- Strong judgment when determining when to resolve an issue independently and when to escalate it
- Ability to manage multiple billing and collections activities while meeting deadlines
- Strong analytical and problem solving skills
- Demonstrated proficiency in accounting and case management software
- Knowledge of trust accounting and prebilling processes
- Strong business writing, grammar, and proofreading skills
- Ability to maintain accurate and organized financial records
- Comfortable handling payment information and sensitive client communications
- Ability to follow established billing, payment, and collections procedures consistently
Nice To Haves
- Experience with trust accounting and prebilling is preferred
Responsibilities
- Document all billing related communications in the case management system
- Collaborate with the Bookkeeper to resolve invoice and trust account questions
- Obtain Owner approval before processing refunds
- Resolve billing disputes, chargebacks, and refunds in coordination with appropriate vendors
- Respond professionally to client inquiries regarding billing, payments, and retainers
- Coordinate the case withdrawal process when required, including system updates and file preparation
- Refer matters to a collection agency and provide relevant documentation when requested
- Conduct initial collections communications and issue collection letters
- Notify leadership when clients remain unpaid beyond one billing cycle
- Negotiate standard payment arrangements within approved guidelines
- Proactively contact clients regarding late, declined, or missing payments
- Maintain accurate and up to date billing records
- Monitor trust and retainer balances and manage replenishment requests
- Collect and record client advanced costs and expenses
- Process client payments according to firm schedules and established procedures
- Monitor accounts receivable aging and initiate collections activities according to firm policy
- Obtain appropriate approval for non standard payment plans
- Manage auto replenishment and autopayment processes
- Reconcile transactions for payments received
- Generate prebilling for trust accounting twice monthly
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
