Legal Billing Analyst

Vedder Careers•Chicago, IL

About The Position

Vedder's Chicago office is seeking a Legal Billing Analyst. The Legal Billing Analyst will be responsible for partnering with the Finance and Billing teams to provide client billing support to the President and CEO of Vedder. The Legal Billing Analyst will also be responsible for identifying opportunities to utilize AI analytics to enhance processes and improve billing efficiency while maintaining good rapport with internal/external clients and attorneys. The Legal Billing Analyst will report to the President & CEO, with a dotted line reporting structure to the Secretarial Manager, and liase with the Accounting Department to coordinate client billing and collections. As the Legal Billing Analyst, your duties will include but not be limited to: Work with Primary Legal Secretary and Senior Billing Specialist to ensure timely and accurate billing to clients for the President and CEO based on client guidelines and Firm policy Assist with reviewing and processing pro formas, including time entries and billing rate entries Collaborate with billing department, collections team, and clients to collect payments from clients in a timely manner Research and utilize AI analytics to enhance processes and improve billing and collections efficiency Prepare and edit summaries of fees and expenses in response to CEO requests Assist Legal Secretary with monitoring retainer balances and ensuring proper application of funds Assist with processing approved write-offs in accordance with policies and procedures Effectively interact and communicate with attorneys, paralegals, secretaries and clients regarding billing matters Handle review of smaller bills on behalf of CEO, correcting any discrepancies, or distributing to clients for payment Work with Legal Secretary and maintain spreadsheets on all billing and collections for CEO including, but not limited to managing costs on all matters for accuracy and timely billing in accordance with client guidelines and Firm policy Assist with proactively managing inventory (both billed and unbilled) on client accounts, assisting with the collection effort, including direct interaction with attorneys, clients, and Accounting Team Assist with reviewing and verifying accuracy of billings and provide supporting documentation as required Research and respond to inquiries regarding billing issues and problems Create billing reports and spreadsheets for analyses as required Enter new clients and matters into the billing system Ensure the accuracy and integrity of information being shared with management, clients, and internal customers. Respond in a timely basis to management and attorney inquiries Serve as back-up on executive legal secretary responsibilities Perform special projects as assigned Maintain and organize client billing files

Requirements

Ability to prioritize, multi-task and meet deadlines in a fast paced environment
Ability to work core business hours with flexibility for overtime
Ability to handle confidential information in a discreet, professional manner
Strong attention to detail and accuracy
Ability to work independently, self-starter
Strong written and verbal communication skills
Excellent organizational skills
Effective team member
Understanding of legal billing elements, processes and systems, including exception rates, discounts, multipayors and electronic billing
Bachelor’s degree in Accounting/Finance or equivalent work experience in a similar role required
Position also requires the ability to work under pressure to meet strict deadlines
To perform this job successfully, an individual must be proficient in the following software: 3E Accounting System experience preferred
Proficient with Microsoft Word and Excel

Nice To Haves

Billing experience for a law firm or professional services firm preferred; Equivalent internship experience in a law firm or professional services firm acceptable

Responsibilities

Work with Primary Legal Secretary and Senior Billing Specialist to ensure timely and accurate billing to clients for the President and CEO based on client guidelines and Firm policy
Assist with reviewing and processing pro formas, including time entries and billing rate entries
Collaborate with billing department, collections team, and clients to collect payments from clients in a timely manner
Research and utilize AI analytics to enhance processes and improve billing and collections efficiency
Prepare and edit summaries of fees and expenses in response to CEO requests
Assist Legal Secretary with monitoring retainer balances and ensuring proper application of funds
Assist with processing approved write-offs in accordance with policies and procedures
Effectively interact and communicate with attorneys, paralegals, secretaries and clients regarding billing matters
Handle review of smaller bills on behalf of CEO, correcting any discrepancies, or distributing to clients for payment
Work with Legal Secretary and maintain spreadsheets on all billing and collections for CEO including, but not limited to managing costs on all matters for accuracy and timely billing in accordance with client guidelines and Firm policy
Assist with proactively managing inventory (both billed and unbilled) on client accounts, assisting with the collection effort, including direct interaction with attorneys, clients, and Accounting Team
Assist with reviewing and verifying accuracy of billings and provide supporting documentation as required
Research and respond to inquiries regarding billing issues and problems
Create billing reports and spreadsheets for analyses as required
Enter new clients and matters into the billing system
Ensure the accuracy and integrity of information being shared with management, clients, and internal customers.
Respond in a timely basis to management and attorney inquiries
Serve as back-up on executive legal secretary responsibilities
Perform special projects as assigned
Maintain and organize client billing files

Benefits

Competitive Salary : We offer a competitive base salary commensurate with skills and experience.
Bonus Program : Discretionary annual bonus program.
Retirement Planning : Discretionary profit sharing and 401(k) matching to help you plan for your future.
Health and Wellness : Comprehensive health, dental, and vision plans, along with optional health savings and flexible spending accounts, firm-paid Life and Disability benefits, and wellness programs to support your overall well-being.
Paid Time Off : Competitive time off package including vacation days, paid holidays, sick time and personal days.
Professional Development : Opportunities for continuous learning and career growth through firm provided training programs.
Employee Recognition : Anniversary and Vedder Praise Programs to celebrate your achievements and milestones.
Work-Life Balance : Hybrid work model and family-friendly policies.
Additional Perks : Employee discount program, pre-tax commuter benefits, back up child & elder care, Employee Assistance Program (EAP), fitness center discounts and more.

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