Billing Assistant

Position Overview

The Billing Assistant is a strategic addition to our financial team, designed to optimize the firm’s working capital cycle and ensure operational continuity. As the Billing Manager’s right hand and strategic backup, this role eliminates a critical single point of failure in our revenue operations.

The successful candidate will master the firm’s end-to-end financial workflows, from initial time entry management to final collections, helping safeguard cash flow against unexpected disruptions while freeing executive capacity for high-level financial oversight.

Key Responsibilities

Revenue Lifecycle & Data Integrity

• Pre-Bill & Invoice Generation: Manage the full monthly pre-bill distribution process, making precise edits, adjustments, and write-offs as directed by the Billing Manager.
• E-Billing Management: Handle new client setup in the billing system, track client expenses, submit electronic invoices through third-party e-billing portals (including LEDES formats), and proactively monitor invoice status to prevent rejections or delays.

Collections & Cash Flow Optimization

• Accounts Receivable (A/R) Monitoring: Regularly review accounts receivable balances, apply payments to client accounts, and identify aging invoices before they become problematic.
• Strategic Collections: Conduct professional, tactful collection communications with clients and partners, resolve payment discrepancies, and help maintain steady cash flow.
• Trust Accounting: Assist with the accurate application of client trust funds to outstanding invoices in strict accordance with state bar compliance rules. Reconcile trust accounts.

Risk Mitigation & Continuity

• Cross-Training & Redundancy: Actively shadow and learn all specialized workflows, custom client arrangements, and system configurations managed by the Billing Manager.
• Emergency Backup: Serve as a fully qualified backup for all critical billing functions to ensure uninterrupted revenue operations during unexpected absences or periods of high volume.
• Process Documentation: Help document, map, and update standard operating procedures (SOPs) to preserve institutional financial knowledge.

Qualifications & Skills

• Experience: 1–3 years of legal billing, accounting, or specialized data entry experience. Law firm experience is highly preferred.
• Technical Proficiency: Familiarity with legal practice management and billing software, such as Clio, Aderant, or CARET, is a plus.
• Communication: Exceptional diplomacy and clarity when communicating with firm shareholders, attorneys, the Billing Manager, and clients regarding financial matters.
• Attention to Detail: Advanced proficiency in Microsoft Excel and a strong ability to identify data discrepancies that could lead to invoice rejections.