Billing & Collections Specialist

New Allen Matkins Website Template•New York, NY

1d•Hybrid

About The Position

The Billing and Collections Specialist is a key member of the finance team, responsible for managing client billing and ensuring timely collection of payments for the firm. This position involves managing all aspects of the billing and collections function, along with various accounting duties, following established policies and procedures. The ideal candidate will collaborate closely with attorneys, legal assistants, and clients to generate accurate and detailed bills, follow up on outstanding invoices, and resolve billing inquiries. The role requires meticulous attention to detail, strong customer service skills, and a deep understanding of legal billing processes and guidelines. This position is currently a hybrid role.

Requirements

Associate degree or related coursework in Accounting, Finance, or a related field.
Minimum of 3 years of full-charge billing and collection experience in a law firm.
In-depth knowledge and hands-on experience with electronic billing systems and various platforms such as Legal Tracker (Serengeti), Tymetrix, CounselLink, Collaborati, Collaboration Portal, and Billing Point.
Proficient in Microsoft Office applications, particularly Excel.
Experience with law firm accounting software.
Demonstrates high levels of professionalism and integrity, observing confidentiality in all firm and client matters.
Detail-oriented with a commitment to accuracy and thoroughness.
Exhibits a proactive approach to problem-solving and process improvement.
Excellent communication and interpersonal skills, with the ability to interact effectively with clients, attorneys, and all levels of firm personnel.
Ability to multitask and prioritize, while anticipating work needs.
Capable of working independently, with minimal direction and follow-up on own initiative.
Performs at high levels in a fast-paced, ever-changing work environment, adapts to changing priorities, tight deadlines, and work demands.

Nice To Haves

Familiarity with Aderant Expert Billing and Billblast is a strong plus.

Responsibilities

Generate, review, and edit proformas or pre-bills based on attorney and secretary requests, including write-offs, time/cost transfers, and time entry.
Generate, review, and distribute client bills according to attorney instructions and client billing guidelines, ensuring accuracy and completeness of billing information, time entries, and cost disbursements before submission.
Prepare and submit/upload electronic invoices to client e-billing portals, adhering to outside counsel guidelines, cost backup, fee structures, UTBMS codes, and LEDES file format requirements.
Set up new clients and matters for e-billing, manage timekeepers and rate processes (new timekeeper rates, annual rate updates), and create/upload budgets or accruals on client e-billing portals.
Monitor e-billing portals for invoice status, rejections, and disputes, proactively addressing issues to ensure timely payment.
Collaborate with clients and e-billing administrators to troubleshoot technical issues and stay updated on e-billing regulation changes.
Liaise with external clients and internal staff to address and resolve billing issues and inquiries professionally and promptly.
Post client payments and research proper payment allocation.
Monitor accounts receivable for assigned clients, working with attorneys to coordinate follow-up on past due accounts and unapplied cash or on-account fees.
Provide back-up support for other office billers and assist with other departmental processes.
Prepare and distribute daily/weekly/monthly billing reports or other ad hoc reports as needed.
Maintain detailed records of billing files/e-files, collection efforts, and client communications for the department, attorneys, audits, and other requests.
Assist with monthly and year-end closing and reporting, as well as audits and compliance reviews related to billing and collection processes.
Travel to various Firm offices as needed to support other offices and participate in firmwide or Finance Department training.
Assist with various firmwide initiatives and special projects as assigned.