Job Summary:
The Legal Billing Specialist is responsible for managing and processing billing functions for a legal firm or department. This role involves preparing and reviewing client invoices, ensuring compliance with legal billing guidelines, and maintaining accurate financial records. The ideal candidate will have experience in legal billing, strong attention to detail, and excellent organizational skills.
Key Responsibilities:
- Invoice Preparation: Prepare and generate client invoices based on time entries, case details, and billing agreements. Ensure invoices are accurate, complete, and compliant with firm policies and client requirements.
- Time Tracking Management: Review and verify time entries submitted by attorneys and legal staff. Ensure all billable hours are recorded accurately and adjusted as necessary.
- Billing Compliance: Ensure compliance with legal billing guidelines, including client billing arrangements, retainer agreements, and billing codes. Address and resolve any discrepancies or issues related to compliance.
- Client Communication: Handle client billing inquiries and issues professionally and efficiently. Provide explanations for charges and assist with resolving any billing disputes or concerns.
- Account Reconciliation: Reconcile client accounts, including reviewing payment postings and applying adjustments or credits. Monitor accounts receivable and follow up on overdue payments as needed.
- Reporting: Generate and analyze billing reports, including accounts receivable aging reports, billing summaries, and revenue forecasts. Provide insights and recommendations for process improvements.
- Documentation: Maintain accurate and organized records of billing activities, invoices, and client communications. Ensure documentation is easily accessible and compliant with internal and external requirements.
- Billing Software Management: Utilize legal billing software to manage billing processes and maintain accurate records. Assist with system updates, troubleshooting, and ensuring data integrity.
- Collaboration: Work closely with attorneys, paralegals, and administrative staff to ensure accurate billing and timely resolution of billing-related issues. Support the finance team with month-end and year-end closing processes.
Qualifications:
- Education: Associate’s degree in Accounting, Finance, Business Administration, or a related field. Bachelor’s degree or relevant certification (e.g., Legal Billing Specialist Certification) is a plus.
- Experience: Minimum of 3-5 years of experience in legal billing or a similar role. Experience with legal billing software and legal industry billing practices is required.
Skills:
- Strong knowledge of legal billing practices and procedures.
- Proficiency in billing software and Microsoft Office Suite.
- Excellent attention to detail and accuracy.
- Strong organizational and time-management skills.
- Effective communication and interpersonal skills.
- Ability to handle multiple tasks and meet deadlines in a fast-paced environment.