Legal Billing Specialist

• Develop strong working relationships within the department as well as internal and external clients in order to optimize the billing and collections processes;
• Review, interpret and apply billing guidelines and updates to assigned clients;
• Generate, distribute and process prebills for assigned attorneys at the start of the month (third business day) and on an as-need basis;
• Produce final bills (due from billing attorneys by the 10th of the month), reviewing for accuracy and adherence to client guidelines and ensuring correct rate applications;
• Maintain detailed entry of internal notes within CARET for quick reference;
• Follow up on outstanding invoices throughout the billing cycle to ensure timely payments;
• Research and resolve Accounts Receivable monthly for assigned attorneys, reviewing, researching and processing write-downs, write-offs and write-ups as directed by the billing attorney;
• Manage the electronic billing process, including:
• Perform e-billing set-up process for new systems, matters, and timekeeper rate approval;
• Create and maintain LEDES files in the required format according to system guidelines;
• Maintain rates and billing timekeepers for electronically billed client files; submit timekeeper data to clients, review and analyze client fee structures and address as necessary;
• Prepare and submit electronic invoices through proper spend management vendors, providing necessary back up documentation per client billing guidelines;
• Analyze and resolve e-billing issues at time of invoice submission, tracking the status of invoices and confirming successful submission;
• Promptly notify billing attorneys of reductions to e-billed invoices and assist with necessary appeals;
• Reconcile matter identification numbers between website and CARET;
• Work closely with clients and billing team to reconcile billing errors and assist with problem-solving as needed;
• Communicate with all clients in a professional, knowledgeable manner reflective of the Firm’s culture, values and strategy with respect to the billing process;
• Collaborate with billing team members, attorneys and staff to streamline billing processes and procedures to increase efficiency, effectiveness and quality;
• Provide backup support to other Legal Billing Specialists during periods of absence;
• Assist with departmental projects as needed.

• Knowledge of billing policies, procedures and best practices, preferably acquired in a law firm or professional services setting;
• Experience with CARET or similar legal accounting software applications;
• Solid understanding of law firm e-billing, including system setups and LEDES formats;
• Outstanding communication skills and the ability to solve complex issues in a positive manner for both internal and external clients;
• The ability to work effectively in a team environment or independently;
• Excellent analytical and troubleshooting skills with high attention to detail in a fast-paced work environment;
• Self-motivated, team player approach with strong organizational skills, and the ability to multitask and prioritize to meet deadlines;
• Adaptability and the ability to grasp and apply new ideas, software programs, and instructions;
• Discretion, sound ethical judgment, and the ability to maintain a high level of confidentiality.

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