Billing Coordinator

Role Overview

• This position supports the billing efforts in both electronic (e-billing) and paper forms for the Birmingham office of the Firm.
• Responsible for opening files and routing information to appropriate persons or systems according to established policies and procedures.
• Responsible for all assigned billing tasks in the firm’s time and billing system and e-billing tasks for those matters that require e-billing.
• Close files as requested by attorney, or document specialist.
• Enters data and processes data for conflicts.
• Observes confidentiality in all client and firm matters.
• Utilizes BillBlast software to enter and monitor client billing.
• Closes files in the business system, when requested, by the secretary or attorney.
• Utilizes computerized accounting, billing and payables software programs.
• Generates statements and reports using word processing and accounting software.
• Maintains telephone and personal contact with clients, attorneys and staff on billing matters.
• Originates computerized drafts/pre-bills on monthly basis for review by the appropriate timekeeper in the firm.
• Makes necessary corrections on WIPs/Drafts, generates client invoices and submits to client; whether by mail, email or e-billing system as designated by client guidelines.
• Generates monthly client reminder statements on a monthly basis or as designated by the appropriate timekeeper.
• Responsible for maintaining and updating client matter information into third party electronic billing software systems for our clients who use electronic billing systems.
• Generates invoices and uploads invoices into third party software systems for payment processing.
• Ensures all required expense documentation is submitted as required by client guidelines.
• Processes appeals in a promptly manner as required by client guidelines.
• Processes daily mail, client checks and posts client payments as back-up for the bookkeeper, when required.
• Assists Office Administrator in various time and billing projects as needed.
• Assists Office Administrator in collections efforts as requested.
• Contacts new clients when invoices are 45 days old.
• Maintains accurate audit trails for any and all adjustments to invoices, A/R, WIP and Write-offs as outlined by firm administration.
• Reads, uses and is familiar with all computer systems instruction manuals and firm procedures.
• Maintains and updates instruction/procedural manuals as needed.
• Organizes and maintains retention files for required period of time.
• Assist in producing data or reports for financial management and analysis as requested.
• Assists with or trains new hires on time and billing aspects of the business system.

Requirements

• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• E-billing experience preferred, Aderant and BillBlast experience a plus.
• Ability to read and write at a level normally acquired through completion of high school or equivalent in order to maintain records and filing systems.
• Ability to operate office equipment including personal computer, calculator, photocopier, printer and telephone.
• Analytical skills necessary in order to conduct complex and detailed instructions regarding generating invoices, A/R issues, collection issues or decision making on various accounting problems.
• Interpersonal skills necessary in order to communicate in person, by e-mail and telephone, and follow instructions effectively from a diverse group of attorneys and staff and provide information with professional courtesy and tact.
• Work occasionally requires a high level of mental effort and strain when performing high volume of clerical tasks and performing other essential duties.
• Work may require irregular hours, and occasionally requires more than the established office hours per week to perform the essential duties of the position.

Benefits

• Normal office environment with some exposure to noise, dust temperature and the like.