Billing Specialist

Astor Simovitch LLP

3d•Remote

About The Position

Astor Simovitch LLP, a growing family law firm, is seeking an experienced Billing & Collections Specialist to manage our timekeeping, billing, and collections processes on a part-time basis. We are looking for someone who is detail-oriented, highly organized, tech-savvy, and comfortable working directly with clients about billing, payment plans, and collections while maintaining professionalism and empathy. The Billing & Collections Specialist is responsible for managing the firm’s processes and systems related to: Timekeeping and review of attorney and staff time entries Billing and invoice generation Retainer/trust replenishment and monitoring Accepting payments and processing refunds (with appropriate approval) Managing accounts receivable and collections efforts This is a non-exempt, part-time position of approximately 25–30 hours per week at $25/hour. The position reports directly to the Firm Administrator/Owner.

Requirements

At least 2 years of experience in a professional services setting, preferably in a law firm, in billing, collections, or a similar role.
Strong grammar, proofreading, critical thinking, and business writing skills.
Proficiency with Excel and QuickBooks (or similar accounting software).
Comfortable working in multiple databases and case management systems; experience with law firm case management software is a plus.
Proficient with Microsoft Office (Word, Outlook, Excel).
Ability to maintain confidentiality and comply with applicable ethical rules, including not engaging in the unauthorized practice of law.

Nice To Haves

Clio Manage experience a strong plus, but not required.
Is detail-oriented, organized, and able to consistently follow systems and procedures.
Can multi-task, think on their feet, and make sound decisions.
Is comfortable with constructive feedback and committed to continuous improvement.
Communicates with clients and colleagues in a polite, professional, and empathetic manner—even when clients are stressed or emotional.
Is reliable, punctual, and able to focus on work during work hours without constant distraction.
Is a true team player who understands that how we work together internally affects our clients’ experience.

Responsibilities

Review the case management or time and billing system daily to ensure quality, accuracy, and timeliness of time entries; follow up with billers as needed.
Edit and proofread bills for grammar, clarity, and sentence structure, ensuring descriptions demonstrate progress and value to clients.
Generate pre-bills on a bi-weekly/monthly schedule and provide them to the Owner/Administrator for review and approval.
Prepare and send final invoices and statements to clients in accordance with firm policies and procedures.
Process client payments and manage retainer/trust accounts, auto-replenishment, and installment payments.
Monitor timeliness of payments, contact clients with late payments, and negotiate payment plans within firm guidelines.
Identify and escalate non-standard payment arrangements for approval by the Owner/Controller.
Oversee early-stage A/R collections and coordinate the case withdrawal process according to firm policy.
Work with clients to address billing questions and concerns, resolve issues, and preserve strong client relationships.
Coordinate with the merchant service provider and credit card companies to address disputes and chargebacks; issue refunds with Owner approval.
Maintain accurate records of costs advanced to clients, updating the case management and accounting systems.
Compile basic metrics on billing, collections, and accounts receivable as requested.