Billing Specialist

Summary

Ogletree Deakins is a labor and employment law firm. The Sr. Billing Specialist supports the Financial Operations Team by preparing accurate and timely client invoices, managing accruals and electronic billing issues, responding to billing inquiries, preparing reports, and maintaining billing documentation while collaborating with attorneys, practice assistants, clients, and team members.

Responsibilities

• Invoice Management: Accurately prepare and process client invoices within deadlines, including editing, transfers, write-offs, and adjustments to fee or cost entries. Ensure successful invoice transmission via email, e-billing systems, or US mail
• Accrual Management: Adhere to and follow deadline driven accruals which are expected each month in a timely fashion and in accordance with the requirements of the attorney and client
• Ebilled Invoice Management and Rejection Resolution: Resolve rejected invoices within one month of rejection. Ability to manipulate Ledes files as needed. Update status in BillBlast weekly
• Client Collaboration: Serve as the primary billing resource for attorneys, PA’s, and clients, addressing billing requests and special projects while fostering strong professional relationships
• Effective Communication: Respond promptly, courteously, and professionally to inquiries within shared and personal mailbox
• Reports: Prepare budgets for clients per billing schedule. Regularly prepare fee and cost reports for requestor. Prepare adhoc reports
• Policy & Procedure Compliance: Ensure adherence to established billing policies and procedures
• Documentation: Maintain up-to-date client-matter-specific billing procedures, attorney preferences, and prepare necessary spreadsheets for tracking supplemental billing, fee caps, volume discounts, expenses, etc. and other additional documentation if needed
• Team Collaboration: Actively contribute to a collaborative team environment, supporting colleagues and sharing knowledge to achieve departmental goals and enhance overall performance

Skills

• Proficiency with MS Word and Excel (formulas, pivot tables and filters)
• Interpersonal and Communication Skills: Demonstrates excellent oral and written communication abilities and maintains a professional demeanor
• Workload Management: Capable of prioritizing tasks efficiently and adapting to a fast-paced environment
• Self-Motivation: A highly motivated self-starter who excels with minimal supervision and takes a proactive approach in team settings
• Organizational Skills: Exhibits exceptional organizational skills and attention to detail, managing multiple tasks and deadlines effectively
• Initiative and Judgment: Takes initiative, exercises good judgment, and demonstrates excellent follow-up skills
• Rates Knowledge: Understanding of rates, fee offers and various rate related nuances in accordance with firm procedure and client guidelines
• Problem Solving: The ability to apply a logical thought process to unique and varied requests and determine the next step using best practice protocol within a legal billing environment
• Undergraduate degree preferred
• 2+ years' experience in legal billing preferred
• Legal billing or project costing billing preferred
• Working knowledge of Aderant and BillBlast ideal
• Experience with PrebillViewer (PBV) preferred
• Experience with electronic billing systems such as, Legal Tracker, LegalX, Collaborati, and TyMetrix, etc. preferred

Qualifications

Must Haves

• Proficiency with MS Word and Excel (formulas, pivot tables and filters)
• Interpersonal and Communication Skills: Demonstrates excellent oral and written communication abilities and maintains a professional demeanor
• Workload Management: Capable of prioritizing tasks efficiently and adapting to a fast-paced environment
• Self-Motivation: A highly motivated self-starter who excels with minimal supervision and takes a proactive approach in team settings
• Organizational Skills: Exhibits exceptional organizational skills and attention to detail, managing multiple tasks and deadlines effectively
• Initiative and Judgment: Takes initiative, exercises good judgment, and demonstrates excellent follow-up skills
• Rates Knowledge: Understanding of rates, fee offers and various rate related nuances in accordance with firm procedure and client guidelines
• Problem Solving: The ability to apply a logical thought process to unique and varied requests and determine the next step using best practice protocol within a legal billing environment

Nice to Haves

• Undergraduate degree preferred
• 2+ years' experience in legal billing preferred
• Legal billing or project costing billing preferred
• Working knowledge of Aderant and BillBlast ideal
• Experience with PrebillViewer (PBV) preferred
• Experience with electronic billing systems such as, Legal Tracker, LegalX, Collaborati, and TyMetrix, etc. preferred

Benefits

• Performance-based bonuses
• Paid Time Off
• Paid Sick Leave
• A 401(k) matching program
• Profit Sharing
• Paid Holidays
• Paid Parental Leave
• Affordable Health and Life Insurance including Dental & Vision coverage
• Health Savings Account / Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses
• Tuition Reimbursement
• An Employee Assistance Program