Billing Manager

Roseland, NJ

Reports to: Director of Client Accounting

Summary

Reporting to the Director of Client Accounting, the Billing Manager is responsible for the oversight and upkeep of the firm’s Work in Process by effectively overseeing the billing cycles for all firm clients. The individual in this role will have extensive experience in a range of legal billing and will be responsible for leading the Billing Team to ensure the preparation of timely and accurate client accruals / estimates, billings in accordance with the firm and client’s policies and procedures and other reports, estimates and analyses as needed.  Making certain that the firm’s billings meet our clients’ expectations and fee arrangements including appropriate rates, disbursements, and billings under alternative fee arrangements and budgets is paramount.  Core responsibilities will include a commitment to excellence as demonstrated through continuous staff development by promoting and enhancing employee engagement, client service, knowledge, skills and morale.

The position requires a strong leader to plan, manage multiple priorities and provide excellent client service. The individual is involved in the day to day operations, hiring and performance review of the billing team members. The role includes coordinating the billing department workflow and working with various partners, attorneys and firm management on preparing client billings and managing time and disbursements inventory.

Essential Job Requirements

Management

• Manage and inspire billing team in developing and documenting best practices in the performance of all duties and responsibilities.
• Manage and direct the activities of the client billing team; distribute and monitor workload to ensure high level productivity, quality and client service standards are maintained.
• Interact with billing attorneys and administrative assistants regarding all aspects of billing services and procedures, including following up with partners regarding aged work-in-progress, and communicating with Firm Management to escalate at risk accounts when necessary.
• Identify issues and recommend solutions ensuring that the firm’s invoices are prepared accurately and on a timely basis.
• Ensure that firm’s billings comply with any client or third party requirements, including any requirements dictated under alternative fee arrangements (AFA) and client budgets.
• Manage and participate in providing accurate billing information as requested, including the firm’s investment with a client including work in process, accounts receivable, and unapplied cash.
• Continually review and update departmental procedures and policies, including the preparation and distribution of the firm billing manual.
• Train, coach and motivate direct reports.
• Conduct staff performance reviews.
• Reconcile client accounts as needed and provide analyses when necessary.

Billing Responsibilities

• Ensure adequate and timely maintenance and documentation of Billing Partner Instructions which detail partner and client requirements.
• Prepare billing estimates for specified clients.
• Respond to billing inquiries; research and resolve billing issues and escalate as needed.
• Generate firm wide monthly prebills.
• Review prebills/bills and make the following corrections or edits to the underlying client/matter data:
• Ensure that client names and attorney names are consistent throughout.
• Ensure that all time narratives are consistent with firm standards.
• Ensure that there are no duplicate time entries.
• Ensure consistency among phases and tasks, if applicable.
• Ensure all calculations on bills are accurate, such as fees, disbursements, discounts and most importantly rates.
• Review and approve all off-cycle billing requests for information.
• Prepare write off memoranda as required.
• Prepare Billing Waivers as needed.
• Prepare final bills.
• Maintain billing files in an orderly manner, including electronic filing.

Time Accounting

• Review and prepare management reports for daily and monthly time entry policy compliance.
• Provide support for timekeepers and assistants regarding time entry.

Client Accounting

• Manage the work in process by conducting periodic reviews of time and disbursements inventory for status and timely billing.
• Manage the preparation of client audit letter requests.
• Manage the preparation of time, billing, and accounts receivable information as requested.
• Understand firm’s rate structure and client’s individual rate structure ensuring uniformity and adherence with policies
• Ensure that the billing conforms with any client budgets or AFA’s

Other

• Provide support and/or assistance to partners, attorneys, firm leadership and management and peers.
• May be called upon to work periodically without advanced notice in the evenings or weekends.

Skills, Knowledge and Abilities

• A Bachelor’s Degree in Accounting or Business Administration, or equivalent.
• At least 3-5 years of related financial management experience in a professional service organization; law firm experience preferred.
• Thorough knowledge of computerized billing applications in a networked client/server environment. Preferably, experience with Aderant (Expert) billing software and Prebill Manager.
• Experience with law firm e-billing process and procedures. Working knowledge of MS-Word and MS-Excel software.
• Working knowledge of electronic mail systems.
• Ability to oversee the daily activities of the billing team.
• Ability to work independently.
• Ability to maintain professional relationships with all levels of firm personnel.
• Solid written and verbal communication skills.
• Solid organizational abilities.
• Ability to work as an integral member of the Finance Department Team.
• Ability to adapt to monthly and cyclical peak work load and deadlines.
• Flexible to work over time to perform essential duties of the position.