Billing Specialist

Hennessy & Roach, P.C.•Chicago, IL

About The Position

Hennessy & Roach, P.C., a law firm defending employers in Workers’ Compensation and defendants in General Liability matters, is seeking a Billing Specialist. The position processes daily deposits and submits attorney invoices through assigned electronic billing systems and for assigned clients, ensuring invoices are uploaded for payment approval. It also performs accounting and collection duties in accordance with firm policies and procedures. The Billing Specialist maintains contact with attorneys, staff, vendors, and clients regarding invoice status and electronic billing systems, while protecting confidential client and firm information. The role includes applying payments, managing prepaids and billing records, addressing invoice rejections, maintaining spreadsheets, processing refunds and write-offs, and preparing accounts receivable reports when requested. The position may also handle specific clients in assigned bill review systems in the future and assists with special projects and other assigned duties.

Requirements

High school diploma or GED, or equivalent, required.
Experience with e-billing platforms required, such as TyMetrix or LegalX.
1–2+ years of e-billing and accounts receivable experience in a law firm.
Proficiency with Microsoft Office.
Ability to handle a high volume of invoices each month.
Ability to communicate effectively with attorneys, staff, and clients.
Ability to organize workflows, multitask, prioritize, and use time efficiently.
Strong attention to detail and ability to adapt to changing priorities and work demands in a fast-paced environment.
Ability to anticipate work needs, follow through with minimal direction, and take initiative on follow-up.
Firm and client confidentiality required.

Nice To Haves

Associate or bachelor’s degree in accounting preferred.
Perfect Law Legal software experience preferred.

Responsibilities

Submit invoices through various e-billing platforms.
Perform daily deposits.
Apply paper checks, ACH/EFT payments, and credit card payments to the appropriate case and invoice as directed by clients.
Process refunds for invoice overpayments and save documentation to the relevant case in the firm’s system.
Research and apply prepaids to the appropriate case and maintain the itemized prepaid spreadsheet daily.
Research outstanding WIP for clients; process deletions and update and maintain billing entries and the related spreadsheet weekly for accuracy.
Add ACH clients upon request and maintain the ACH spreadsheet for accuracy.
Maintain the spreadsheet for paper-billed clients when requested changes occur.
Communicate with electronic bill review systems, attorneys, staff, and client adjusters as needed to ensure invoices are uploaded and approved.
Work with clients to ensure budgets and matters are added to electronic bill review systems to resolve potential invoice rejection issues.
Review and verify billing accuracy and required supporting documentation.
Apply firm billing guidelines to assigned clients within bill review systems.
Maintain collections for specific electronically billed clients and save collection efforts and emails to cases in the firm’s system.
Process write-offs in accordance with firm policy.
Create and distribute accounts receivable reports when requested.
Maintain strict confidentiality of firm and client matters.
Assist with special projects and perform other duties as assigned.