Job Description

A highly respected Midwest law firm has engaged SuiteSpot Executive Search, LLC to assist in its search for a Legal Billing Specialist. This is a non-exempt position located in Indianapolis, IN.

The Position: The Legal Billing Specialist will be responsible for performing the daily activities of the billing function to ensure operational needs of internal and external clients and the Firm are being met. Reporting to the Controller, the Legal Billing Specialist will collaborate closely with the Lead Legal Billing Specialist as a key resource and primary point of contact for trouble-shooting and problem-solving.

The Essentials:

• 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.

The Candidate:

The ideal Legal Billing Specialist will possess the following:

• 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.

The Search:  As the exclusive recruiter for this position, SuiteSpot Executive Search, LLC will conduct an expedited search process per the client’s request. To be considered in the selection process, please submit your resume to laura@suitespottalent.com. For additional information regarding the position, please contact Laura Martinson at 912-247-4453.

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