Billing Senior Specialist (Chicago)

IL LLP•Chicago, IL

6d•Hybrid

About The Position

The Billing Senior Specialist will assist attorneys in preparation of bills to clients and performs follow-up action on past-due client accounts. This role provides administrative and accounting support to Attorneys and Accounting Department Staff. The specialist will answer billing questions, research billing-related issues, and prepare and distribute billing proformas, invoices, and billing-related reports. They will manage client accounts according to billing agreements and perform necessary maintenance, as well as manage past-due accounts and perform necessary follow-up actions. The role acts as a billing advisor to attorneys, ensuring all transactions are recorded according to accounting standards. Daily activities include Proforma generation and edits, creating timecard summaries, updating matter and Timekeeper rates, and running client reports at the request of Partners and Attorneys. The specialist will ensure the timeliness, accuracy, and acceptance of invoices monthly, demonstrating tenacity and drive in following up with Billing Partners and others to resolve client billing issues and ensure invoices are approved and billed. A key responsibility is to understand and ensure correct implementation of client Outside Counsel Guidelines and client fee arrangements, as well as ensure electronic invoices (EDI) are processed accurately and efficiently. The position requires a highly detail-oriented individual with the ability to handle multiple tasks in a fast-paced environment, possessing professional and highly-developed communication skills. The ability to deal professionally and courteously with attorneys, staff, vendors, and clients while observing confidentiality is essential. Excellent client service to attorneys, clients, and other Firm personnel is expected. Collaboration with the billing team, finance team, and other firm groups and departments is crucial. The role will assist local or corporate billing management with special assignments/projects (such as testing, pilot programs, policy discussions, process improvements, etc.) and assist with training and mentoring new employees and less experienced billing staff. Effectively utilizing billing assistants to create efficiencies within the billing department is also a responsibility. This role successfully manages the billing operations of the Firm's largest and most complex client relationships, involving intricate billing arrangements, and acts in an advisory capacity to attorneys on billing matters. Administrative responsibilities, including green sheets, UDF updates, electronic submissions/appeals, and unallocated balances, are consistently well-maintained. Other duties as assigned.

Requirements

A minimum of five years of experience as a billing specialist in a law firm
Highly skilled biller with thorough knowledge of 3E and E-billing systems
Demonstrated ability to manage the largest and most complex billing arrangements and ensures the highest quality and customer service
Aptitude for establishing operational efficiencies and creating best practices
Deep knowledge to serve as a mentor to other billers and to assist management with special project assignments
Strong organizational skills
Strong attention to detail
Proofreads accurately
Good judgment
Strong interpersonal communication skills
Strong analytical and problem solving skills
Able to work harmoniously and effectively with others
Able to preserve confidentiality and exercise discretion
Able to work under pressure
Able to manage multiple projects with competing deadlines and priorities
Highly detail-oriented with the ability to handle multiple tasks in a fast-paced environment
Demonstrates professional and highly-developed communication skills
Ability to deal professionally and courteously with attorneys, staff, vendors, and clients of the Firm while observing confidentiality of client and firm matters

Responsibilities

Assist attorneys in preparation of bills to clients
Perform follow-up action on past due client accounts
Provide administrative and accounting support to Attorneys and Accounting Department Staff
Answer billing questions and research billing related issues
Prepare and distribute billing proformas, invoices and billing related reports
Manage client accounts according to the billing agreements and perform necessary maintenance
Manage past due accounts and perform necessary follow up action
Act as billing advisor to attorneys and insure that all transactions are recorded according to accounting standards
Perform daily activities of the billing function in support of Partners and Clients
Generate and edit Proformas
Create timecard summaries
Update matter and Timekeeper rates
Run client reports at the request of the Partners and Attorneys
Ensure timeliness, accuracy, and acceptance of invoices on a monthly basis
Show tenacity and drive in following up with Billing Partners and others in order to resolve client billing issues and ensure invoices are approved and billed
Understand and ensure correct implementation of client Outside Counsel Guidelines and client fee arrangement
Ensure electronic invoices (EDI) are processed accurately and efficiently
Provide excellent client service to our attorneys, clients and other Firm personnel
Collaborate effectively with others within the billing team, finance team and other firm groups and departments
Assist local or corporate billing management with special assignments/projects (such as testing, pilot programs, policy discussions, process improvements, etc.)
Assist with training and mentoring of new employees and less experienced billing staff
Effectively utilize billing assistants to create efficiencies within the billing department
Successfully manage the billing operations of the Firm's largest and most complex client relationships, involving very intricate billing arrangements
Act in an advisory capacity to their attorneys on billing matters
Maintain administrative responsibilities, including green sheets, UDF updates, electronic submissions/appeals and unallocated balances
Other duties as assigned