IP Billing Analyst

ArentFox Schiff•Washington, DC

94d•$93,000 - $128,000

About The Position

The IP Billing Analyst supports the Firm’s billing operations by preparing and distributing proformas and final invoices for assigned attorneys in a timely, accurate, and professional manner. The role provides billing support to attorneys, clients, secretaries, and internal teams; processes proformas and invoices; runs reports; and customizes invoice presentation to meet Firm and client requirements. The analyst coordinates On-Demand/Project Prosecution billing for U.S. and foreign patent and trademark prosecution matters. The position applies prosecution knowledge to identify application stages and ensure time, fees, costs, and credits are included and reconciled. It also produces, reviews, audits, and distributes proformas in accordance with department procedures, accounting practices, billing instructions, and client Outside Counsel Guidelines; researches and resolves billing issues; and maintains billing data, templates, instructions, matter information, rates, and related records. The role supports month-end close by sending invoices for attorney review, verifying invoice totals, monitoring proforma audit reports, and following up on aged work in progress. It also coordinates e-billing setup, uploads, submissions, and urgent requests; maintains matter IDs, rates, and timekeeper approvals; tracks invoice status; and helps resolve rejected, reduced, disputed, or short-paid invoices. This is an hourly, non-exempt position with an overtime plan exceeding minimum legal requirements. The anticipated good-faith base salary range for Washington, DC is $93,000–$128,000. Certain positions are eligible for a performance-based bonus payable monthly or annually.

Requirements

At least 7 years of legal billing experience, including 5 years of legal IP billing focused on On-Demand/Project Prosecution billing for U.S. and foreign patent and trademark prosecution.
At least 5 years of law firm billing software experience, including 3 years with Elite Enterprise or 3E.
E-billing experience.
Proficiency with Microsoft Outlook, Excel, and Word.
Strong business acumen, financial analysis skills, and experience with client budgets and fee structures.
Excellent written and verbal communication skills, strong spelling and grammar, and the ability to coordinate effectively across all levels of the organization.
Strong organization, attention to detail, and problem-solving skills; ability to manage a high-volume workflow with shifting priorities and deadlines.
Ability to verify documentation accurately, enter data for extended periods, exchange information effectively within the department, and maintain confidentiality and professionalism.
Team-oriented and motivated, with the ability to work independently.
Ability to work overtime as needed.

Nice To Haves

BA in accounting, business, or a related field with applicable accounting coursework preferred.
E-Billing Hub experience preferred.

Responsibilities

Provide accurate, responsive billing support to attorneys, clients, secretaries, and internal teams.
Process proformas, finalize invoices, run reports, and customize invoice presentation according to Firm and client requirements.
Communicate billing status, resolve issues, support team members, and keep the Billing Supervisor informed of priorities and concerns.
Coordinate On-Demand/Project Prosecution billing for U.S. and foreign patent and trademark prosecution matters.
Identify application stages and ensure time, fees, costs, and credits are properly included and reconciled.
Partner with IP teams to complete billing accurately, efficiently, and within month-end deadlines.
Produce, review, audit, and distribute proformas in accordance with department procedures, accounting practices, billing instructions, and client Outside Counsel Guidelines.
Research and correct billing issues, including time and cost transfers, text edits, entry splits or combinations, discounts, credits, flat fees, nonbillable transfers, and approved adjustments.
Maintain billing data, templates, instructions, site addresses, matter information, approved timekeeper lists, rates, and Billing Status Report notes.
Send invoices for attorney review, verify invoice totals, monitor proforma audit reports, and follow up on aged WIP to support timely month-end close.
Coordinate e-billing setup, invoice uploads, submissions, and urgent requests with the E-Billing Specialist, Frontline, and third-party support.
Review client Outside Counsel Guidelines, maintain matter IDs, rates, and timekeeper approvals, and help ensure validation remains current in 3E and Elite.
Track invoice status, address rejected, reduced, disputed, or short-paid invoices, and review issues during regular e-billing meetings.
Work overtime as needed.