Billing Assistant

The Bassett Firm•Dallas, TX

1h•Hybrid

About The Position

Billing Assistant Description Job Title: Billing Assistant Reports to: Director of Finance, Staff Accountant, and Director of Operations Job Purpose Summary Assist with the billing process and support the Director of Finance, Staff Accountant, Attorneys, and Administrative staff as required. Appointment of Work Work is assigned directly by the Director of Finance, the Staff Accountant, and to a lesser degree, the Director of Operations Key Responsibilities and Accountabilities · Client Billing – Set up new cases in Orion via Client and/or Matter Intake process – Run conflict checks and update conflict records when new parties are added – Update billing guidelines and internal auditing spreadsheets with new case and client information – Enter internal expenses, e.g., postage and copies into Orion – Process Expense Reimbursements – reimbursement to employees and/or charges on the firm credit card – Generate Client Invoice per guidelines after the ePrebill process has been completed. – Process the check requests submitted for case-related expenses – Enter Client Payments made by ACH/Wire, checks and/or credit card into Orion. – Identify reductions on payments and review the client’s notice of reductions. – Create a Dispute spreadsheet for timekeeper response and/or direct review by Management for next steps, Appeal or Write Off. – Handle onboarding of new eBilling sites o Matter Maintenance and Budget if required o Approved Timekeepers and Rates – Close cases on Orion, update the closed case list, and update ShareFile folders. · Client Vendor Billing – Receipt of vendor invoices sort/save as needed for approval process – Sort “Approved” vendor invoices based on payment by the firm or direct payment by the client/carrier. – Enter vendor invoices the firm is paying into Orion. – Direct bill letters created and emailed with the vendor invoice and W9 for their direct payment to the vendor. – Reconcile vendor account statements to ensure all outstanding invoices have been received and processed – Contact clients and vendors when past due notices are received – Update internal outstanding invoice tracking sheet – Assist vendors with questions and issues they may have – Train new timekeepers on the processing of vendor invoices and expense statements · Director of Finance/Staff Accountant Support – Enter TBF invoices into Orion, update TBF Invoice tracking/reference document. – Access TBF (online access) accounts for billing and/or payment processing. – Reconcile company credit cards – Run reports and create management charts and spreadsheets for management review – Review aged A/R report to identify past due invoices o Follow up with clients regarding payment – File all pre-bills, payment details, credit card receipts, and expense statements · Attorney/Paralegal Support – Correct timekeeper changes/ensure all time is entered by timekeepers prior to the billing cut-offs – Keep a database of budgets required for eBilling sites o Upload budgets to sites o Remind attorneys when budgets are due o Edit attorney’s budgets for accuracy o Convert budget templates into Excel format – Update internal budgets for attorneys in Orion as needed – When requested, give attorneys the total incurred amount – Train new timekeepers on how to use Orion and the location of billing guidelines. – Alert timekeepers to changes in client guidelines – Remind timekeepers of guidelines · Internal Process Support – Support the Finance Team by providing OOO coverage Requirements Billing Assistant - Legal Firm Join Our Team of Detail-Oriented Professionals We're seeking a dedicated Billing Assistant who combines precision, quality, and methodical processes with the capability to master complex billing systems. This role offers the opportunity to become our specialized legal billing expert. Reports to: Director of Finance, Staff Accountant, and Director of Operations Key Responsibilities Client Billing & System Management Master Orion billing system for case setup, conflict checks, and invoice generation Process expense reimbursements and client payments across multiple channels Maintain billing guidelines and manage eBilling site onboarding Analyze payment reductions and create dispute tracking spreadsheets Vendor Relations & Financial Processing Process vendor invoices through approval workflows and reconcile statements Coordinate firm payments vs. client direct billing arrangements Manage TBF invoice processing and company credit card reconciliation Generate management reports and monitor aged A/R for collections Team Support & Training Support attorneys with budget management for eBilling platforms Ensure timekeeping compliance before billing cutoffs Train team members on Orion system and billing guidelines Provide technical support and real-time financial information What We're Looking For Craftsman + Technical Expert Qualities: Methodical approach with strong commitment to accuracy and quality Analytical problem-solving and ability to master specialized software Pride in developing expertise and becoming the "go-to" billing expert Systematic approach to training others on technical processes Required Skills: Billing software experience (Orion preferred, training provided) Advanced Excel skills and comfort learning new platforms Professional communication for client/vendor interactions Basic accounting principles knowledge Legal or professional services experience preferred Why Join Us? Technical Mastery: Develop deep expertise in legal billing systems Quality-Driven Culture: We value precision and continuous improvement Professional Growth: Cross-training opportunities and skill advancement Collaborative Team: Work with finance, legal, and administrative professionals Apply Now Requirements: Cover letter explaining your approach to precision and technical work, and examples of systems you've mastered Comprehensive resume Culture Index Survey completion: https://go.cultureindex.com/p/BjgAvHm9iVaeD Supervisor references 30-day mandatory in-office training. Only top-performing candidates are considered. Location: Dallas, TX 75219 (Hybrid remote after proven performance)

Requirements

Methodical approach with strong commitment to accuracy and quality
Analytical problem-solving and ability to master specialized software
Pride in developing expertise and becoming the "go-to" billing expert
Systematic approach to training others on technical processes
Billing software experience (Orion preferred, training provided)
Advanced Excel skills and comfort learning new platforms
Professional communication for client/vendor interactions
Basic accounting principles knowledge
Cover letter explaining your approach to precision and technical work, and examples of systems you've mastered
Comprehensive resume
Culture Index Survey completion: https://go.cultureindex.com/p/BjgAvHm9iVaeD
Supervisor references
30-day mandatory in-office training. Only top-performing candidates are considered.

Nice To Haves

Legal or professional services experience preferred

Responsibilities

Set up new cases in Orion via Client and/or Matter Intake process
Run conflict checks and update conflict records when new parties are added
Update billing guidelines and internal auditing spreadsheets with new case and client information
Enter internal expenses, e.g., postage and copies into Orion
Process Expense Reimbursements – reimbursement to employees and/or charges on the firm credit card
Generate Client Invoice per guidelines after the ePrebill process has been completed.
Process the check requests submitted for case-related expenses
Enter Client Payments made by ACH/Wire, checks and/or credit card into Orion.
Identify reductions on payments and review the client’s notice of reductions.
Create a Dispute spreadsheet for timekeeper response and/or direct review by Management for next steps, Appeal or Write Off.
Handle onboarding of new eBilling sites
Close cases on Orion, update the closed case list, and update ShareFile folders.
Receipt of vendor invoices sort/save as needed for approval process
Sort “Approved” vendor invoices based on payment by the firm or direct payment by the client/carrier.
Enter vendor invoices the firm is paying into Orion.
Direct bill letters created and emailed with the vendor invoice and W9 for their direct payment to the vendor.
Reconcile vendor account statements to ensure all outstanding invoices have been received and processed
Contact clients and vendors when past due notices are received
Update internal outstanding invoice tracking sheet
Assist vendors with questions and issues they may have
Train new timekeepers on the processing of vendor invoices and expense statements
Enter TBF invoices into Orion, update TBF Invoice tracking/reference document.
Access TBF (online access) accounts for billing and/or payment processing.
Reconcile company credit cards
Run reports and create management charts and spreadsheets for management review
Review aged A/R report to identify past due invoices
Follow up with clients regarding payment
File all pre-bills, payment details, credit card receipts, and expense statements
Correct timekeeper changes/ensure all time is entered by timekeepers prior to the billing cut-offs
Keep a database of budgets required for eBilling sites
Upload budgets to sites
Remind attorneys when budgets are due
Edit attorney’s budgets for accuracy
Convert budget templates into Excel format
Update internal budgets for attorneys in Orion as needed
When requested, give attorneys the total incurred amount
Train new timekeepers on how to use Orion and the location of billing guidelines.
Alert timekeepers to changes in client guidelines
Remind timekeepers of guidelines
Support the Finance Team by providing OOO coverage
Master Orion billing system for case setup, conflict checks, and invoice generation
Process expense reimbursements and client payments across multiple channels
Maintain billing guidelines and manage eBilling site onboarding
Analyze payment reductions and create dispute tracking spreadsheets
Process vendor invoices through approval workflows and reconcile statements
Coordinate firm payments vs. client direct billing arrangements
Manage TBF invoice processing and company credit card reconciliation
Generate management reports and monitor aged A/R for collections
Support attorneys with budget management for eBilling platforms
Ensure timekeeping compliance before billing cutoffs
Train team members on Orion system and billing guidelines
Provide technical support and real-time financial information