Job Title: Client Account Specialist
Job Responsibilities:
The Client Account Specialist (CAS) is tasked with the comprehensive management of the billing and collections cycle for assigned client portfolios. This role involves establishing, fostering, and maintaining professional and collaborative relationships with attorneys, business services personnel, and clients to ensure compliance with both attorney and client specifications. Key responsibilities include:
- Managing all billing and collections processes from engagement to collections with tact, diplomacy, and effective negotiation skills.
- Reviewing rates for accuracy, ensuring fee arrangements align with client guidelines, and monitoring fee caps, tier discounts, accruals, and matter budgets. The CAS escalates potential issues such as delayed billings or exceeding fee caps.
- Managing the proforma to final bill process. This includes ensuring Matter Supervising Partners (MSP) receive accurate proformas and return them promptly. Finalized bills/eBills must be submitted in appropriate template formats, adhering to attorney and client specifications. The CAS ensures final bills are submitted to the client and posted in the finance system.
- Collaborating with the eBilling Team for new client and matter eBilling setups and with the Client Maintenance Team to update fields according to client billing guidelines. The CAS takes accountability for successful invoice submission and troubleshooting issues while proactively following up on the acceptance and timely payment of eBills.
- Communicating directly with clients as requested or established, including following up on eBilling collections and contacting clients as needed. The CAS concisely communicates arrangements with MSPs and clients regarding their matters, provides requested information on special billing and/or collection arrangements, and responds to all related inquiries.
- Responding to inquiries related to accruals, billing, and payment information, recommending solutions based on billing trends, and preparing ad hoc reports upon request.
- Preparing effective monthly billing and collections forecasts for the assigned portfolio.
- Maintaining updated proforma status reports and ensuring the system reflects the current status for all proformas.
- Establishing effective backup support processes to ensure seamless support for all portfolio matters, ensuring adequate coverage during absences, and communicating to coworkers and attorneys ahead of time.
- Participating in the continuous improvement of processes for the individual portfolio and the Client Account Specialist group as a whole, offering constructive recommendations and solutions, proposing streamlined processes, and actively solving problems.
- Encouraging participation in the Responsible Business program and performing other duties as assigned.
Qualifications & Requirements:
- Strong attention to detail and excellent written and verbal communication skills.
- Ability to communicate effectively with lawyers, business services employees, and peers.
- Strong organizational and management skills with the ability to prioritize and complete simultaneous projects with minimal supervision.
- Experience working independently and within cross-functional teams in a collaborative, professional environment.
- Ability to meet deadlines and work well under pressure while preparing accurate and detailed work products.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, EHUB) and a basic understanding of eBilling vendors (TyMetrix, CounselLink, BillingPoint, LegalTracker, Collaborati, Collaboration/Passport, etc.).
- Basic math skills for billing and reporting tasks, excellent critical thinking skills, and problem-solving abilities.
- Ability to focus attention on tasks for extended periods and use reasoning consistently to reach conclusions.
- Exercising good judgment and decision-making in performing essential functions.
- Ability to speak Spanish is a plus.
Teamwork and Applied Skills:
- High level of business acumen and ability to multitask.
- Ability to assess pertinent information, anticipate issues and outcomes, and make effective decisions.
- Talent for delivering client service through teamwork and the ability to exchange information, present ideas, and report in a clear and concise manner.
- Strong initiative to proactively increase value to the position, strong organizational skills, and the ability to manage large amounts of data.
- Ability to organize time, prioritize workload effectively, and work independently.
- High comfort level with sometimes stressful client requirements, reliability, dependability, and strong motivation to respond to requests quickly.
Education, Certifications, and/or Experience:
- Bachelor’s degree in accounting, finance, or a business discipline is required, or an equivalent combination of education and work experience.
- At least three years of dedicated specialized billing, eBilling, collections, or account management experience.
- Hands-on experience performing complex accounting analysis.
- Law firm or professional services background preferred.
Hours:
Core hours are Monday through Friday, 8:30 . to 5:30 ., including a lunch hour. Must be flexible to work overtime to complete assignments, including weekends. Limited time off in December and January, except for firm holidays.
Salary Information:
In Washington, DC, the annualized salary range for this position is $61,000 to $69,000. In Colorado Springs, CO, the annualized salary range is $62,000 - $85,000, and in Denver, CO, the annualized salary range is $63,000 - $87,000, depending on the candidate's overall experience and other job-related factors permitted by law.
This job description sets forth the responsibilities of this position and may be changed from time to time as determined.
Law firm is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected veteran status, or other factors protected by law.
Law firm complies with federal and state disability laws and makes reasonable accommodations for applicants and candidates with disabilities.
