Client Account Specialist

Farella • San Francisco, CA

20h • $90,000 - $100,000 • Hybrid

About The Position

The Client Account Specialist supports the delivery of quality legal services to clients by performing the following functions: The Client Account Specialist provides support to all billing and collections activity, including tracking special agreements, solving problems and responding to inquires relating to invoice balances and application of cash received, updates to the ARCS collections database, preparation of statements to clients and regular communications with attorneys and clients to resolve invoice issues and stale receivables. Assists with special billing and accounts receivable-related projects and a broad range of requests, with a high level of analytical and critical thinking skills. Provides instruction and assists others in the use of the time and matter programs. Makes system updates of core billing and accounts receivable information. Manages many aspects of client trust accounts in accordance with the California State Bar guidelines. Submits accurate and timely reports. This position is a flexible hybrid position requiring working in-person in San Francisco.

Requirements

• The Client Account Specialist must have a minimum three (3) years billing or accounts receivable experience in a professional services firm, preferably a law firm.
• High school diploma or GED required. College or extension courses in accounting and/or business desirable.
• Proficient in the use of MS Office Suite of software (Word, Outlook, and Excel), and pdfs.
• Familiarity with billing and accounts receivable software, paperless billing workflow, distributed billing, and collections platform: Aderant Sierra (preferred or Elite), Prebill Viewer, Billblast (or eBillingHub) and ARCS.
• High level of knowledge regarding billing and accounts receivable principles, including relevant accounting concepts.
• Accurate touch typing and data entry.
• 10-key by touch.
• Excellent interpersonal and communication skills, both written and verbal; demonstrated understanding of correct grammar, spelling, and punctuation.
• Ability to work effectively within a team environment and to work proactively.
• Strong time management skills and the ability to work under pressure in a fast-paced environment; ability to coordinate multiple tasks concurrently and meet deadlines.
• Strong organizational skills and attention to detail.

Responsibilities

• Invoice Preparation/Posting: Prepares and posts client invoices as revised by attorneys and in accordance with client guidelines. Researches inquiries and discrepancies. Interfaces with attorneys and secretaries as necessary and works with other accounting team members to resolve issues and ensure the necessary data updates are in place to proceed with bill preparation. Tasks include making text edits, fee and expense adjustments, write-offs and transfers, implementing rate adjustments, and updating address information. Prepares task-based and electronic bills, troubleshoots e-billing rejections, provides expense backup, and makes “manual” adjustments to bill formats via Word as required. Reviews and verifies pre-bill to invoice data and releases the approved pre-bills for posting. Verifies release output and posts final pre-bills to accounts receivable in accounting system. Sends invoices out via email and submits electronic formats for e-bill clients.
• Cash Receipts: In conjunction with the Accounts Receivable Coordinators, reconciles and researches questions or issues pertaining to daily cash receipts (checks, wires, ACH, and credit card) to accurately apply payments or make client refunds. Performs data entry of payments to the appropriate invoices or GL account in the accounting system. Scans checks with supporting backup. Updates daily deposit workbook to balance payment entry in the accounting system with payments received and manages checks held from deposit.
• Bank Deposit: Organizes checks by the appropriate account and bank. Scans checks, by account, through bank remote deposit scanner to record daily bank deposit(s). Prepares deposit slips for cash deposit or checks not accepted through remote deposit and takes the checks or cash for deposit to the bank.
• Client Trust Accounts: Records daily trust account deposits, and transfers or withdrawals to the correct account (state bar or client trust). Ensures that appropriate supporting backup and attorney or client authorization is presented before initiating transfers, disbursements, or refunds from trust. Prepares checks or wire transfer forms to disburse trust account funds and obtain signatures from authorized partners and/or staff. Completes required bank forms to establish new client trust accounts. Promptly places client overpayments in trust and works with attorneys and secretaries to process refund, or when instructed, process alternative invoice application with appropriate backup and authorization.
• Maintains Files: Maintains accurate electronic files as appropriate for all billing and cash receipt related activity, including profiling e-mailed invoices, updating special excel files, and documenting daily cash receipts for operating and trust accounts, trust account disbursements, client overpayments and refunds, wire receipts, account transfers, A/R write-offs, and unapplied cash. Performs regular review of cash receipt activity in Expert Image to ensure all supporting transaction documents are secured electronically. Maintains accurate and detailed notes to track progress on individual client matters via the ARCS collections database. Maintains accurate collections files and e-mail folders. Maintains payment activity spreadsheets for complicated/multi-party billing matters to ensure accurate payment recording.
• Reporting: In coordination with attorneys, submits accrual, budget, rate data as requested by client. Distributes monthly trust account report to the Responsible Partner for the matter. Records retainer activity; sends follow-up emails to attorneys and Department Chairs; and tracks receipts. Provides audit response financial information and timekeeper memorandum on request. Creates bill and payment or specialty reports on request; directs attorneys and secretaries to various matter related reports posted to Grapevine. Alerts Accounting Manager regarding client exchanges that in some fashion indicate a potential risk management problem.
• Expense Entry/Cost Recovery: Enters third-party matter expense credits and data entry of disbursements as necessary in the Expert expense entry module and Expert generic importer. Reviews cost recovery/disbursement output and posts charges. Maintains monthly disbursement files and electronic cost recovery archives.
• Client Account Management: Monitors the unapplied cash activity to ensure that funds are considered “earned” by the firm, applied to invoices, or returned to trust. Works with Billing to reapply cash when issued bills are revised and to ensure current bills are paid from trust in the current billing cycle, when appropriate. Responds to attorney and client requests, communicates with attorneys and clients regarding stale accounts, making recommendations for resolution as appropriate, and assisting with other items on the daily collections task list.
• Collections: Supports other collections strategy activity in the Collections Coordinator’s absence.
• Works Cooperatively and Collaboratively with Others: Strives to meet deadlines, follow firm policy and department protocols. Maintains department customer service standards. Assists with special projects as assigned. Communicates with clients in a professional and service-oriented manner. Works cooperatively with attorneys, secretaries and other, as necessary.

Benefits

• Farella provides competitive salary and excellent benefits including comprehensive, medical, dental, vision, generous PTO, educational reimbursement and charitable contribution matching.
• The annual base compensation range for this California position is expected to be between $90,000 and $100,000. Placement within the salary range depends upon a number of factors including years of experience and professional skills required for this role. Additional compensation may include a discretionary bonus, health and welfare benefits, PTO, leave, paid holidays and retirement plan benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED