Billing Specialist

The Billing Specialist supports the delivery of quality legal services to clients by performing all aspects of the firm's monthly billing process including special billing related projects and a broad range of requests, with a high level of analytical and problem-solving skills to resolve complex issues. Provides instruction and assists others in the use of the time and matter programs. Makes system updates of core billing information.

Covers aspects of the Time and Billing Supervisor's job in the supervisor's absence.

This position is based in San Francisco, working in our office (2-3 days/week) or fully remote in California.

• Invoice Preparation: Prepares client invoices including complex billing agreements as revised by attorneys and in accordance with client guidelines using the accounting software. Researches questions and discrepancies. Interfaces with attorneys and secretaries as necessary and works with Time and Billing Supervisor to resolve issues. Ensures necessary data updates are in place to proceed with bill preparation. Makes routine and complex adjustements to invoices including: text edits, address changes, adjustments or write-offs of fees and costs, transfer of time and costs, and rate adjustments.
  
  Prepares task-based and electronic bills, troubleshoots e-billing rejections, provides expense back-up, and makes "manual" adjustments to bill formats via Word as required.
• Invoice Recording: Reviews and verifies pre-bill to invoice data and releases the approved pre-bills for posting. Verifies release output and posts final pre-bills to accounts receivable in accounting system. Mails paper client invoices and submits electronic formats for e-bill clients.
• Collections and Accounts Receivable: Coordinates with AR/Collections team to ensure that trust payments are applied during the billing process for the appropriate clients, based on attorney instruction. Performs mass revision and reapplication of payments to prior bills based on client or attorney requests. Provides bill and payment information when needed.
• Electronic Billing Set-up/Maintenance: Supports the Time and Billing Supervisor with client requested e-invoicing platform set-up and maintenance, including timekeeper and rate submittals and annual updates. Assists with rate submission of new timekeepers on ebilling matters.
• Special Billing Projects: Provides financial information for court fee petitions and prepares supporting exhibits of detailed time and expenses. Supports the Time and Billing Supervisor as needed with special research projects as requested by attorneys, secretaries and clients. Handles various billing projects as requested, including but not limited to updating existing and creating new bill invoice formats, creating new matter plans, creating billing instructions for new clients based on their Outside Counsel Guidelines.
  
  Works with the Time and Billing Supervisor and the Financial Systems Administrative team when new reports are needed, including auditing those reports for accuracy.
• Cost Recovery:Enters miscellaneous firm disbursements and computerized research charges to client matters using the Expert generic importer. Performs data entry of disbursements as necessary. Reviews cost recovery/disbursement output and posts charges. Maintains monthly disbursement files and electronic cost recovery archives.
• Accounting Closing Activity: Assists with month-end tasks to ensure a prompt and accurate close and initiate the new billing cycle. Tasks include follow-up and resolution to outstanding pre-bills, including revised bill and internal bill projects, auditing expense upload errors, reviewing new pro bono/admin matters for appropriate set-up, and correcting time entry errors. Alerts timekeepers with time in "pending/draft/error" status, releases as necessary.
  
  Performs bulk time transfers. Revalues time entries as necessary. Posts all released time. Checks Expert log to ensure all disbursement imports have been entered and posted correctly. In the absence of the Time and Billing Supervisor, takes lead of the month-end closing processes.
• Information Management: Performs updates to bills groups, matter plans, rate sets and data entry regarding routine client, matter and billing information, e.g. address information and bill instructions. Confirms and updates as necessary, rate information as represented on new matter intake…