Legal Staff Accounting/Finance in Chicago, IL

Law Firm

Chicago, IL

Legal Staff Accounting/Finance in Chicago, IL

Legal Staff

5-10 yrs required

No

JOB TITLE: Billing Analyst

DEPARTMENT: Finance

REPORTS TO: Billing Supervisor

FLSA CLASSIFICATION: Non-Exempt

JOB SUMMARY

The Billing Analyst at the law firm is tasked with overseeing the billing functions, which encompass all activities required to produce and distribute proformas and final invoices for each assigned attorney promptly and accurately.

JOB RESPONSIBILITIES

GENERAL BILLING DUTIES
- Provide excellent customer service while completing daily tasks.
- Communicate accurately and effectively with attorneys, secretaries, team members, and clients.
- Maintain regular communication with the Billing Supervisor regarding all daily responsibilities.
- Process proformas, finalize invoices, and run pertinent reports in adherence to the law firm's policies.
- Develop and maintain positive working relations with attorneys, clients, and colleagues.
- Customize the desired presentation of invoices in conjunction with attorneys/clients.
- Analyze and resolve work problems and assist team members as needed.

PRODUCE CLIENT PROFORMAS
- Coordinate all functions necessary to produce proformas according to department procedures, applying sound accounting principles at all times.
- Utilize proper internal control procedures and good judgment to ensure prompt generation and distribution of proformas.
- Ensure proformas are queued to run monthly and distributed in the Workflow.
- Send emails to appropriate teams regarding proforma status, deadlines, vacations, and other pertinent information.

PRODUCE CLIENT INVOICES
- Maintain constant vigilance over the workflow.
- Review internal notes, billing instructions, and matter notes on the proformas.
- Prepare final invoices including any relevant client-requested backup.
- Ensure appropriate approvals have been obtained.
- Process and review proformas for assigned attorneys.
- Audit proformas per the Billing Analyst Proforma Audit Checklist.
- Review proformas for compliance with client Outside Counsel Guidelines and department policies.
- Research erroneous time and cost entries and make relevant transfers.
- Return proformas if errors are found with explanations.
- Make text edits, divide and combine entries, transfer entries, delete approved entries, and adjust unbilled time and cost entries as requested by the attorney.
- Add discounts to the invoice and make approved transfers to nonbillable matters.
- Apply unallocated credits, enter flat fees, and make adjustments to bill templates on proforma and client maintenance.
- Update billing instructions as needed and coordinate rate changes with the Billing and Intake Compliance Administrator.
- Update billing site address on proforma and review billing rules validation warnings.
- Email invoices for attorney review and verify invoice totals with system totals before finalizing.
- Maintain Billing Status Report notes and follow up on aged work-in-progress.
- Run proforma audit reports and routinely monitor throughout the month to ensure all billing is completed for the previous month’s work by the month-end close deadline.

E-BILLING
- Coordinate all functions related to e-billing, including setting up clients new to e-billing with the E-Billing Supervisor.
- Familiarize oneself with client’s Outside Counsel Guidelines.
- Upload invoices and communicate with third-party assistance regarding urgent requests to have invoices submitted immediately.
- Follow-up on rejected, reduced, and disputed e-bill invoice notifications.
- Routinely review monthly spreadsheets prepared by third-party regarding bill status of invoices.
- Maintain matter IDs and/or rates and seek new timekeeper approval.
- Ensure timekeeper validation is current in 3E.
- Be prepared to review rejections and short payments with the E-Billing Manager during bi-weekly meetings.

SPECIAL REQUESTS
- Assist with other duties as assigned and special projects as assigned by the Billing Supervisor and/or Billing Manager.

EDUCATION AND EXPERIENCE

Education:
- BA in accounting or business-related field with applicable accounting courses preferred.

Experience:
- A minimum of 5 years of legal billing experience is required.
- A minimum of 5 years’ experience with applicable law firm billing software is required, with at least 3 of those years using Elite Enterprise or 3E.
- E-billing experience is required, with e-Billing Hub experience preferred.

Knowledge/Skills/Abilities:
- Proficiency in MS Office applications including Outlook, Excel, and Word.
- Proficient business acumen and financial analysis with client budgets and fee structures.
- Ability to visually verify the accuracy of all related documentation and enter data for extended periods.
- Excellent spelling, grammar, and written communication skills.
- Excellent oral communication skills necessary to communicate and coordinate with others on routine but varied issues and work effectively across all levels of the organization.
- Excellent organizational skills, including attention to detail and the ability to work effectively in an atmosphere of multiple projects, shifting priorities, and deadline pressure.
- Willingly and effectively exchange information within the department for reporting and informational purposes.
- Ability to maintain a high level of confidentiality and professionalism.
- Ability to organize high volume workflow with attention to detail and effective problem-solving.
- Ability to work overtime as needed.
- Must be team-oriented, self-motivated, and able to work independently.

SALARY INFORMATION

The annualized good faith base salary range for this position in Chicago is a minimum of $82, to a maximum of $123, per year. The actual salary rate offered to candidates within that range will depend on various factors, including years of relevant experience, education, applicable certifications, and other relevant professional licenses held, and the candidate’s overall qualifications for the position as assessed by the law firm.

ABOUT THE LAW FIRM

The law firm is internationally recognized in core industries where business and the law intersect. With more than 600 lawyers and policy professionals, the firm serves as a destination for an international roster of corporations, governments, private individuals, and trade associations.

The law firm is committed to equal employment opportunity and diversity in the workplace. All employment decisions are based on merit, and the firm maintains a policy of considering all qualified applicants for employment without discrimination based on legally protected characteristics. The firm will consider qualified applicants with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance.

* A job description is a general description of the function and major duties of a job. It may not specify all duties, tasks, and assignments associated with a job. It is not intended to limit or modify the right of management to direct, assign, and control the work of employees in a unit. Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at the law firm. Additional job-related qualifications may be specified for some openings. Job descriptions are subject to periodic review.