Job Title: Billing Assistant
Job Responsibilities:
The Billing Assistant at the law firm will be engaged in a variety of tasks related to bill preparation and inventory management. The role involves interfacing with Partners, clients, the CFO, Director of Finance, Billing Manager, and vendors to manage electronic billing regulations and requirements, and participating in ad hoc projects within the billing department. Key responsibilities include:
- Printing and distributing Proformas and following up with Billing Partners regarding unbilled charges, especially those over 30 days.
- Preparing monthly narrative and detailed bills, ensuring adherence to client requirements, and checking discounts applied by the accounting system.
- Editing time records, maintaining and filing documentation for adjustments in a timely manner, and suggesting ways to improve the time-keeping and adjustment process.
- Sending bills to clients via mail or email and submitting bills electronically using client-assigned vendors. Ensuring communication sent along with bills is provided to accounting or that accounting is cc'd when the Partner sends out bills directly.
- Managing workflow and coordinating and monitoring the activity of administrative assistants who have access to directly edit time entries and distribute bills to clients.
- Working with rate tables and client arrangements, maintaining information about client-specific rates, discounts, disallowed charges, and required task coding.
- Managing submission of timekeepers for rate approvals, communicating, and troubleshooting billing issues with attorneys/administrative assistants, tracking bill rejections and coordinating resubmissions, and tracking timing of approval and payment of bills.
- Actively monitoring client receivables and aging thereof, and working with management to monitor unallocated funds and expedite application to WIP and AR.
- Maintaining professional and consistent communications with the firm's clients regarding their billing.
- Acting as a resource to the billing department to provide ad hoc and standard reporting for requests from clients and partners. Utilizing the reporting tool Tableau and Excel for client billing-related requests. Liaising with the Financial Systems group for assistance and training when needed.
- Providing support and assistance to fellow billing coordinators as needed.
- Performing additional duties as requested.
Education and Experience Information:
- A four-year college degree is preferred.
- Prior experience working in a billing department for a law firm or professional services firm is required.
- Experience working with 3E is required.
- Knowledge of Word and advanced knowledge of Excel is required.
- Strong oral and written communication skills.
- Ability to demonstrate good judgment and initiative.
- Strong interpersonal and organizational skills are a plus.
- Ability to work well in a team environment.
- A self-starter with the ability to self-motivate, work with limited supervision, and be solutions-oriented.
Salary Information:
The salary range for this role is between USD $110, - USD $120, per year. This range represents the law firm’s good faith and reasonable estimate of possible compensation at the time of posting. Actual compensation will depend on factors such as the candidate’s relevant experience, qualifications, and location.
ADA Requirements:
- Ability to sit at a desk most of the working day and walk short distances.
- Needs manual dexterity, speed, and accuracy in handling office equipment.
- Ability to work efficiently and accurately in an atmosphere of frequent interruption.
- Ability to work in close proximity to other individuals.
- Must be able to lift, carry, and move objects up to 15 lbs.
Employment Status:
- Non-Exempt
- Hybrid
EEO Statement:
The law firm is an Equal Opportunity employer and does not discriminate based on race, color, age, religious creed, citizenship, disability, genetic information, reproductive health decision-making, marital status, gender, sexual orientation, military status, or any other characteristic protected by law. The firm is committed to providing reasonable accommodations for candidates with disabilities in the recruiting process.
Additional Information for California Applicants:
Pursuant to the City of Los Angeles Fair Chance Initiative for Hiring Ordinance and the San Francisco Fair Chance Ordinance, the firm will consider qualified applicants with arrest and conviction records.
Automated Employment Decision Tool:
The firm uses an automated employment decision tool to assist recruiting professionals in identifying qualified candidates. This tool assesses candidates based on skills and prior experience. Candidates can request an alternative selection process or reasonable accommodation by contacting the firm.
