Billing Specialist

Summary

The Billing Specialist is responsible for supporting the firm’s client billing operations with a particular focus on auditing prebills and invoices for accuracy, presentation, and client acceptability. This role requires applying judgment to evaluate how time and expenses appear on client bills, whether narratives are clear and appropriate, whether charges align with client billing guidelines and expectations, and whether invoices are likely to be accepted without reduction, rejection, or follow-up.

Responsibilities

• Audit prebills and client invoices for accuracy, clarity, billing presentation, and compliance with firm procedures, client billing arrangements, and attorney instructions.
• Review time entries, disbursements, rates, discounts, write-offs, and billing narratives to assess whether charges are clearly described, appropriately categorized, and likely to be accepted by the client.
• Apply judgment to identify entries that may appear vague, duplicative, excessive, administrative, inconsistent with client guidelines, or otherwise vulnerable to client reduction or rejection.
• Coordinate with attorneys, practice assistants, paralegals, and Finance team members to resolve billing questions, refine invoice presentation, and finalize bills for submission.
• Maintain familiarity with client billing guidelines, outside counsel requirements, billing arrangements, and matter-specific instructions, and apply those requirements when reviewing prebills and invoices.
• Evaluate whether time and expense entries conform to client expectations regarding staffing, task descriptions, billing increments, expense treatment, administrative work, and other charge restrictions.
• Research and resolve billing discrepancies, rejected invoices, short payments, and other client billing issues in coordination with attorneys and Finance leadership.
• Identify data inconsistencies or process issues and escalate them appropriately.
• Assist with special projects, process improvements, billing system initiatives, and documentation of billing procedures.
• Provide backup support to other members of the Finance team as needed.

Requirements

• Bachelor’s degree or equivalent work experience preferred.
• Minimum of 5 years of billing experience in a law firm or professional services environment preferred.
• Experience reviewing legal bills, time entries, billing narratives, e-billing submissions, and client billing guidelines strongly preferred.
• Ability to apply sound judgment in assessing whether charges are appropriately presented and likely to be accepted by clients.
• Familiarity with law firm financial systems such as 3E, Elite, Aderant, Orion, Chrome River, or similar platforms preferred.
• Strong proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Excellent attention to detail and commitment to accuracy.
• Strong organizational, time management, and follow-through skills, with the ability to manage multiple deadlines and priorities.
• Excellent written and verbal communication skills, including the ability to raise billing questions clearly and diplomatically with attorneys and staff.
• Ability to work independently, take initiative, and exercise sound judgment.
• Professional, collaborative, and client-service oriented approach.
• Ability to maintain confidentiality and handle sensitive financial information with discretion.

Compensation: $120,000 – $160,000 annually plus bonus