Billing Specialist

Katten is a full-service law firm with approximately 650 attorneys in locations across the United States and in London and Shanghai. Clients seeking sophisticated, high-value legal services turn to Katten for counsel locally, nationally and internationally. The firm’s core areas of practice include corporate, financial markets and funds, restructuring, intellectual property, litigation, real estate, structured finance and securitization, transactional tax planning, private credit and private wealth.

Katten represents public and private companies in numerous industries, as well as a number of government and nonprofit organizations and individuals.

Under the general direction of the Billing Manager and according to established Firm policies and procedures, the Billing Specialist is responsible for administering daily billing operations, including accurate cash application and the preparation, review, and submission of client invoices and e-bills. Working closely with attorneys and clients, the Billing Specialist applies client billing guidelines, resolves billing issues, and ensures accurate, timely billing.

This position involves substantial interaction with attorneys, including Capital Partners, and clients and requires strong communication skills. Maintains professionalism and strict confidentiality in all client and Firm matters.

Ability and availability to work from November 15th through January 31st preferably with minimum scheduled time off (excluding medical/family emergencies) in order to meet billing, e-Billing and collection deadlines at year-end.

Katten offers a hybrid work model, allowing the flexibility to work both on-site and remotely on a regular basis (Katten Flex). This role requires 2 days of onsite presence each week. Tuesday is required, and the other day can be Wednesday or Thursday.

• Manage a diverse portfolio of billing assignments for partners and other attorneys, independently handling a broad range of billing requirements while exercising sound judgment and discretion.
• Prepare, review, revise, and finalize client invoices. Conduct pre-bill reviews to verify billing accuracy, identify non-billable entries in accordance with client billing guidelines, and proactively resolve billing discrepancies prior to attorney review.
• Perform detailed analyses of billing discrepancies and account variances, reconciling misapplied funds, resolving billing exceptions, and ensuring compliance with Firm policies and client billing requirements.
• Partner directly with attorneys and Legal Executive Assistants/Legal Administrative Assistants to prepare and edit client invoices.
• Liaison with partners and clients regarding billing and payment activities, reconciliation of payments to billings, and facilitation of compliance with client legal service provider requirements and outside counsel guidelines.
• Utilize Firm billing and accounting systems to compile, analyze, reconcile, and maintain accurate billing data while ensuring adherence to Firm policies, procedures, and internal controls.
• Demonstrate a working knowledge of e-billing by maintaining matter-level information, navigating client and third-party e-billing platforms, and resolving routine e-billing issues, including invoice rejections and resubmissions. Submit electronic invoices, monitor invoice status through client approval, and revise and resubmit invoices in accordance with client billing guidelines and requests.
• Analyze client billing guidelines to proactively identify potential issues, minimize billing delays, and maximize successful invoice submission and collection outcomes.
• Conduct comprehensive reviews of draft invoices to identify non-billable entries, guideline compliance concerns, billing inconsistencies, and opportunities to improve realization and collection performance.
• Support Team Billing activities by collaborating with attorneys and administrative personnel to prepare accurate and timely invoices, address billing questions, resolve billing discrepancies, and ensure adherence to client billing guidelines and service expectations.
• Collaborate with the Accounting Department, as needed to research and the appropriate application of client payments against outstanding invoices while resolving payment discrepancies.
• Perform periodic reviews of aged work-in-process (WIP) to identify outstanding issues in accordance with Firm guidelines. Prepare recommendations for attorneys regarding WIP write-offs, obtain the necessary approvals, or document business justification for retaining aged WIP balances.
• Create detailed Excel reports and spreadsheets for attorneys to support client-specific needs, facilitate informed decision-making, and promote positive client relationships.
• Maintain comprehensive billing notes and detailed client profiles documenting billing preferences, submission requirements, special handling instructions, client specific guidelines and collection considerations to ensure…