Legal Billing Specialist- Chicago, IL - The Calendar Group

Our client is searching for a Billing Coordinator/Specialist who will provide overall billing support as a member of the Finance team for a growing litigation firm in Chicago, IL. This role assists with the preparation of client bills, ensuring client bills are processed accurately, timely and in accordance with client agreements. The Billing Coordinator/Specialist will handle a wide variety of complex adjustments to PDF and electronic bills, answer billing questions and research billing related issues, prepare and distribute billing proformas, invoices and billing related reports. The Billing Coordinator/Specialist ensures all transactions are recorded according to accounting standards and regularly collaborates with the Finance team, attorneys and admin staff to help minimize any financial exposure to the Firm. This role will operate in a hybrid environment and can be based in our New York, Washington, D.C., or Chicago office. This role reports to the Finance Director.

Responsibilities:

• Handle incoming requests for client invoices, write-offs, discounts, bill template changes, electronic billing requests, report requests, access changes, billing rate information and many other billing-related questions.

• Manage all billing activities with accuracy, escalating complex clients and matters to the Finance Director when necessary.

• Works with attorneys to open New Matters per company guidelines.

• Proactively maintain and update client engagement letters to ensure accurate billing.

• Configure and maintain electronic billing profiles including coordination of new matters, timekeeper, and rate approvals, required task and activity code information, client billing guidelines, following up on AR and reduced/rejected invoices.

• Monitor Accounts Receivable (AR) and unbilled time and costs for attorneys/clients/matters to ensure timely billing and payment of client invoices. Proactively communicate with all parties and address any issues or concerns.

• Consult with attorneys and legal admin team and utilize the firm’s billing systems to identify solutions and best practices for meeting client billing requirements.

• Effectively utilize reports and inquiry tools in the firm’s billing systems, Microsoft Excel and other various reporting and information tools to respond to information requests from clients, attorneys and legal administrative assistants.
• Work with the Finance team and attorneys to monitor and track IOLTA and unapplied cash balances according to regulatory requirements.

• Process and monitor cash receipts; input client payments as cash receipt batches, ensuring payments are correctly applied to outstanding client bills.

• Active preparation for and participation in weekly AR review meetings.

• Cross-train with other Finance team members to ensure coverage when others are on vacation and/or leave.

Experience & Qualifications:

• Bachelor's degree required, preferably in Finance, Accounting, or Business Administration.
• 2 years of billing experience at a law firm is required; management/supervisory experience is a plus.
• Experience with e-billing and a strong understanding of generally accepted accounting principles (GAAP).
• Intermediate to advanced skills with MS Word and Excel, tech savvy and capable of learning new tools and systems. • Proactive team player, able to anticipate business needs, organized and diligent about completing tasks.

• Maintain strict confidentiality of all financial matters and client information and firm knowledge related to job duties.

• Maintain and manage all accounts payable/receivable (AP/AR) transactions, controls, and accounting procedures

  Schedule: 40 hours a week (hybrid) 
  
  Salary: $90,000-$100,000 per year with the eligibility for overtime and a discretionary bonus. Health care benefits are included. 

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