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Legal Billing Specialist

Law Office of Susan A. Katzen

Legal Billing Specialist

Newport Beach, CA
Paid
  • Responsibilities

    We have an immediate opening for a Law Firm Billing Specialist to join our busy and entrepreneurial Trust, Estates, and Special Needs law firm. We help our clients preserve their legacies and provide for loved ones with special needs. We are looking for someone who cares enough about our clients to help them keep their accounts current so that we can move them through their legal matters efficiently and give them peace of mind. We need someone in this role who is a team player, who is familiar with legal billing, accounting, and collection practices within a law firm. Knowledge of billing both hourly and fixed fee matter types is a HUGE bonus! You must possess unwavering attention to detail. Ideally, we are looking for candidates that have a minimum of 2 to 5 years of proven experience as a bookkeeper or billing specialist in a law firm environment, but we are willing to train the right billing professional. If the following describes you, then YOU may be the team member we are looking for: • You have outstanding written and verbal communication skills – bilingual in English and Spanish is a plus (BUT NOT REQUIREd)! • You provide exceptional customer service. • You have superior time and priority management skills and are able to work in a fast-paced environment. • You have excellent math ability. • You have unshakeable integrity. Responsibilities: Amend invoices with guidance from billing attorneys and finalize for distribution Distribute initial invoices for attorney review every month • Be able to take direction and constructive criticism during training. • Keep track of and enter time spent on activities contemporaneously with performance of the activity. • Prepare client invoices and statements with a high degree of accuracy, which involves retrieving prior client communications and summarizing the same into invoice entries and writing and editing invoice entries. • Prepare billing reports on a weekly basis (or as necessary. • Record and maintain client expenses/costs advanced by the firm, reimbursements, and payments. • Receive and process payments and prepare transfers from Attorney-Client Trust Accounts to the Operating Account. • Communicate with clients to collect on invoices, answer billing questions, resolve concerns, and establish payment plans. • Send invoices and statements to clients through various channels (mail, e-mail, etc.). • Manage client account balances to determine outstanding invoices and other inconsistencies. • Open new client files, assign case numbers, and maintain new client log. • Reconcile client accounts in QuickBooks, and other software. • Perform other miscellaneous general office tasks as assigned. Qualifications: High school diploma or equivalent is required; some college is helpful Minimum of two years working as a billing specialist in a law firm environment Computer proficiency with MS Office, Excel, and billing software programs is essential Superb written and verbal communication skills and organizational skills are necessary for this position Able to produce a high quality work product while handling multiple projects THESE REQUIREMENTS ARE NON-NEGOTIABLE: • You must be available to work a full-time schedule in the office. • You must have strong administrative and multi-tasking skills and be extremely detail-oriented and organized.  • You must be proficient working with Microsoft Word and Excel, various computer programs, databases, and software (WORKING KNOWLEDGE OF QUICKBOOKS AND/OR ACTIONSTEP IS A HUGE PLUS!) • You must be reliable, trustworthy, and capable of maintaining strict confidentiality. •  You don’t think answering the phone, making coffee, or getting our clients a beverage is beneath you. • You must be a positive, high-energy team player who is results-oriented – No Drama! Why work with us? We value our employees and their individual success. We provide: • Continuing education • Professional development opportunities • Flexible work schedule • Paid vacation • Paid sick days • Paid holidays • Health Insurance benefits • 401K plan with employer matching (after the qualification period)  We also love to give back to the special needs community so volunteer opportunities are available throughout the year. Compensation: $16/hr - $19/hr DOE

    • Be able to take direction and constructive criticism during training. • Keep track of and enter time spent on activities contemporaneously with performance of the activity. • Prepare client invoices and statements with a high degree of accuracy, which involves retrieving prior client communications and summarizing the same into invoice entries and writing and editing invoice entries. • Prepare billing reports on a weekly basis (or as necessary. • Record and maintain client expenses/costs advanced by the firm, reimbursements, and payments. • Receive and process payments and prepare transfers from Attorney-Client Trust Accounts to the Operating Account. • Communicate with clients to collect on invoices, answer billing questions, resolve concerns, and establish payment plans. • Send invoices and statements to clients through various channels (mail, e-mail, etc.). • Manage client account balances to determine outstanding invoices and other inconsistencies. • Open new client files, assign case numbers, and maintain new client log. • Reconcile client accounts in QuickBooks, and other software. • Perform other miscellaneous general office tasks as assigned.