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Government Relations Staff Assistant

Akin Gump Strauss Hauer & Feld LLP

Government Relations Staff Assistant

Washington, DC
Full Time
Paid
  • Responsibilities

    Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking a Collections Manager in our Finance department, reporting directly to the Director of Billing & Collections - U.S.

    The position can reside in the Washington, DC and will be responsible for the monthly projections and collections of the accounts receivables for the DC & Philadephia offices utilizing Aderant and ARCs applications. The Collections Manager will also have daily communication with attorneys, clients and administrative staff to ensure timely collection of invoices.  In addition, the Collections Manager will assist with reconciliations of client matter accounts and elevate issues to management in a timely manner. The Collections Manager is expected to perform all responsibilities with a commitment to providing superior service to the firm’s clients, attorneys, advisors and staff, and maintaining an atmosphere of teamwork and continuous improvement. 

    KEY RESPONSIBILITIES OF THIS POSITION INCLUDE:

    • Oversee Collection Coordinator to manage workflow, coordinate assignments to meet deadlines and drive collection initiatives aimed at reducing loss, and minimize exposure to risk, with an emphasis on early stage collections and meeting the objectives of the department and Firm.
    • Work with the DC & PH Partners in the management of their accounts receivable, conducting meetings and keeping them informed of potential collection issues.
    • Provide a monthly collection projection estimate to management by the third working day of the new month with a detail report to follow no later than the sixth working day.
    • Review the status of assigned accounts, particularly for delinquent accounts receivable; correspond with the responsible attorney and/or relationship partner to determine the best course of action; follow through with clients to maximize timely collection results each month.
    • Update collection effort comments and contacts in the ARCs collection system on a timely basis.
    • Primary resource for preparing the >100K & Aged 60 Days Receivable report for the Firm-wide Billing & Collections Committee
    • Respond to client and attorney billing and collection inquiries promptly and completely; usually clearing client requests with the responsible partner before releasing any data.  Inform Director if you are unable to meet the requested deadline.
    • Negotiate client settlements with advice and consent of the responsible attorney. Prepare documents for write off of accounts receivable adhering to the firm’s approval policy.
    • Act as a resource to obtain payment allocation details from client contacts.
    • Coordinate with billing liaisons and/or responsible partner to determine timing of payment for corporate transactions.
    • Research disputed account balances; obtain copies of billing statements, checks received and remittance advices; correspond with timekeepers regarding client questions; formulate proposed responses for the billing attorney and relay that information to the client when approved by the billing attorney.
    • Assist in transitioning matters handled by departing attorneys to other attorneys of the Firm; determine which matters are inactive to facilitate mattes to be closed where appropriate; work with the departed attorney to collect open invoices.
    • Ensure effective administration and communication of departmental and Firm policies and procedures.
    • Enforce guidelines set by Management, implement changes and improvements, execute strategies, and make recommendations to collections methods and procedures as needed.

    QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS & ABILITIES):

    • Bachelor’s degree required
    • 6+ years of heavy volume collections experience, preferably in a large law firm environment; 3 + years of collections management experience supervising a team
    • Advanced analytical and problem solving skills with the ability to fully utilize tools to compile and analyze data
    • Results driven professional who can organize, prioritize, plan and multi-task work activities, with the ability to effectively meet deadlines in a high pressure environment
    • Ability to lead, direct, train and manage team
    • Excellent communication and customer service skills with the ability to work effectively with all levels of personnel of the Firm
    • Consistently demonstrates judgment and discretion in a results orientated environment
    • Strong attention to detail
    • Knowledge of negotiation skills and collection techniques
    • Personable individual who fosters a collaborative business style
    • Aderant, ARCs, MS Word and Excel experience preferred
    • Willing to work additional hours (sometimes with little or no notice) particularly at each month-end and from mid-October through mid-January
    • Aptitude and willingness to work with complex procedures
    • Strong organizational and time management skills, including the ability to organize self and others
    • Commitment to maintaining confidentiality of client and office information and adhering to the Firm’s Core Values
    • Commitment to professional growth and development

    AKIN GUMP STRAUSS HAUER & FELD LLP PARTICIPATES IN E-VERIFY FOR PURPOSES OF VERIFYING EMPLOYMENT ELIGIBILITY

    Required Skills Required Experience

  • Qualifications

    The Government Relations Department is looking for a self-directed individual with demonstrated experience providing executive level support and strong interpersonal and communication skills in a Staff Assistant role. The ideal candidate will provide high-level administrative support to the work group and;

    1. Support to the Communications and Government Relations teams; coordinate and prioritize the department responsibilities including tracking deliverables;
    2. Monitor and track communication, external relations, legislation and policy developments, including committee and agency activities regarding priorities;
    3. Maintain relationships with internal and external stakeholders and support the implementation of initiatives; represents the department in interactions with internal and external customers and stakeholders;
    4. Perform administrative duties to support assigned work groups, including but not limited to: preparing budgets and monitoring budget expenditures; reviewing and preparing requests for payment;
    5. Maintain calendars; coordinate meetings; with direction, initiate and coordinate outreach and event efforts and logistics with stakeholders including government officials and elected officials and agencies;
    6. Prepare correspondence, reports including briefs, agendas, staff reports, presentations materials and other communication resource and policy materials; maintain databases; proof and edit written materials for accuracy and approval maintain files consistently with standards and requirements;
    7. Schedule and organize complex activities such as internal and external meetings, travel arrangements, training and conferences, and other arrange trips; compile expense reports; attend meetings, record and  transcribe minutes; track and follow-up on action items;
    8. Screen inbound calls and other departmental contact activities; complete research and respond to requests for information and complaints; manage incoming and outgoing mail;
    9. Coordinate equipment needs, orders departmental supplies, and other business needs; complete other tasks as assigned.