Billing Specialist - Virtual Company
Jacksonville, FL 32207
About the Job
SUMMARY:
Provides client accounting analysis and billing support to business partners. Coordinates client accounting activity for assigned business partners and practice areas to meet service guidelines.
• Responsible for complete ownership of the billing cycle for all client/matters
• Manages all billing processes from creation and distribution of original workflows, ensuring attorneys receive accurate workflows and they return these same workflows in a timely matter. Submits finalized posted bills/e-bills in the appropriate template format by adhering to attorney and client specifications. Ensures final bills have been submitted to the client and are posted in the Aderant system.
• Reviews outside counsel guidelines and client agreed rates to ensure preparation of bills in accordance with the same.
• Prepares work in process and bills according to alternative fee arrangements with accuracy ensuring that any fee arrangement is in line with the client’s outside counsel guidelines, monitors fee caps, tier discounts, and matter budgets; escalates and proposes solutions when potential issues could occur (delayed processing of billing, exceeding bill cap, etc.).
• Responsible as eBilling Specialist for all client/matter e-billing setups in addition accountability for successful submission and troubleshooting any and all e-billing issues. Proactively follows up on the acceptance and timely payment of all e-bills.
• Communicates directly with attorneys, their assistants and clients as requested, including any follow-up required regarding any e-billing issues or revisions to guidelines.
• Responds to all inquiries requested regarding billing and payment information; prepares ad-hoc reports upon request.
• Responsible for effective back-up support processes (cross-training and knowledge transfer) to ensure seamless support for all areas to ensure adequate overage when out of office.
• Maintain checking account and spreadsheet for accounts including year-end contributions letter to attorneys. Backup for submission of reports to IRS regarding same.
• Responsible for maintaining supply and ordering of check supply for firm.
• Responsible for operation, maintenance and balancing of firm’s depreciation software for all firm assets. Balancing reports with the firm’s balance sheet for tax preparation at year end. Preparation and distribution of reports for tax preparation at year end to CPA firm.
• Posting journal entries regarding depreciation each year.
• Responsible for creating and maintenance of the firm’s malpractice spreadsheet.
• Responsible for setup and maintaining interest bearing accounts for the firm.
• Responsible for setup for any requested and approved interest bearing escrow accounts on behalf of client.
• Responsible for setup and maintenance of trust and corporate accounts for the firm.
• Responsible for any billing/e-billing software communication issues with Aderant through their support portal regarding Aderant billing and BillBlast (Aderant’s e-billing program).
• Backup for all areas of accounting functions.
• Responsible for set up of client alternative billing arrangements.
• Cash Application backup.
• Timekeeper Support.
• Recurring Journal Entries.
• Approves Wires in Bank Systems.
• Aderant Support.
• Training of new hires.
• Closure at month-end.
ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES AND OTHER JOB-RELATED COMPETENCIES:
• Knowledge of relevant firm computer software programs (e.g., Aderant, Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems.
• Excellent analytical and troubleshooting abilities.
• Demonstrates courteous and effective interpersonal and communication skills, both verbally and in writing.
• Demonstrates close attention to detail.
• Ability to handle multiple projects and shifting priorities.
• Ability to handle sensitive matters and maintain confidentiality.
• Ability to organize and prioritize work and meet deadlines.
• Ability to work well in a demanding and fast-paced environment.
• Ability to work and develop skills, work well independently as well as effectively within a team.
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs.
EDUCATION AND EXPERIENCE:
• Bachelor’s degree in Accounting, Finance, or related field.3+ years of experience in treasury or financial management, preferably in a law firm or professional services environment.
• Strong understanding of trust account regulations (e.g., IOLTA compliance).
• Proficiency in financial systems and tools, such as Excel, ERP systems, or law firm-specific software (e.g., Elite, Aderant).
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.