Billing Specialist

About Us: Berry Law is more than a law firm – we are a mission-driven organization committed to defending constitutional rights and helping Veterans secure the benefits they deserve. With clients in all 50 states, we’ve been delivering justice since 1965, and we are just getting started.

The Billing Specialist works directly with the Finance Controller in the Firm’s business office. Core duties include:

• Generating pre-bills for attorneys and assisting in finalizing and distributing accurate bills to clients
• Contacting clients regarding outstanding fees. Accepting and reconciling payments from clients
• Recording transactions into accounting software, performing bank reconciliations, processing payments to vendors and reimbursements to employees
• Ensuring that all functions are completed timely and with high service levels
• Anticipating and troubleshooting issues from the perspective of policy, process, personnel/attorneys and clients. 

Responsibilities:

1. Opens client files in accounting software
   1. Promptly creates new client files in the time and billing system when tasked.
   2. Accurately inputs information into the file, including the assigned attorneys, the applicable hourly rates, and client contact information.
2. Processes all client bills
   1. Prepares draft client bills for attorney review by efficiently compiling the billable time entries and costs for inclusion in the bills.
   2. Submits draft bills to attorneys and corresponds with the attorneys to ensure the changes and edits prescribed by the attorneys are presented properly on the bill.
   3. Emails and mails finalized bills to clients.
3. Contacts clients to collect outstanding fees
   1. Contacts clients at standard account aging intervals in accordance with firm policy.
   2. Initiates additional phone calls and email correspondence with clients regarding accounts receivable at the direction of the Finance Controller.
   3. Effectuates payment plans or other payment arrangements of outstanding fees at the direction of the Finance Controller and in agreement with Firm policy.
   4. Documents communications with clients in accordance with Firm policy.
4. Accepts and reconciles payments from clients
   1. Accept payments both in-person and over the phone using the payment processing system.
   2. Demonstrates high attention to detail in ensuring payments are deposited to the client’s trust account or the Firm’s operating account, as applicable.
   3. Records payments in the accounting software by properly applying receipts to open invoices or retainer requests in the correct client-file.
5. Closes files at the conclusion of representation
   1. Performs a full accounting of all billable time and costs and sends final bills to clients, along with refunds of unused trust funds, as applicable.
   2. Completes necessary steps in software to formally close the file.
6. Corresponds with attorneys or legal assistants to answer inquiries regarding time and billing, client files, and client trust transactions and balances.
7. Reconciles the Firm’s bank accounts daily, including Firm operating accounts and client trust accounts.
8. Process payments to vendors and expense reimbursements to employees.
   1. Verifies invoices or requests for payment are properly approved in accordance with Firm policy and instruction from the Finance Controller.
   2. Records accounts payable vouchers for approved expenditures in the accounting software, utilizing the proper general ledger account code.
   3. Prints checks in payment of approved accounts payable vouchers, making the check available for signature by an approved signer.
   4. Mails checks to vendors once they are signed.
9. Maintains accurate vendor, attorney, and client information in the accounting software and time and billing system
   1. Updates attorney department designations, billable rates, and other information at the direction of the Finance Controller.
   2. Updates vendor tax IDs, mailing addresses, and contact information at the direction of the Finance Controller.
10. Produces and distributes standardized reports for attorneys or Firm management and prepares reports for attorneys or Firm management at the direction of the Finance Controller.
11. Assists Finance Controller in maintaining accurate financial records
    1. Posts journal entries to the general ledger at the direction of the Finance Controller.
    2. Maintains a significant working knowledge around material transactions, accounts receivable balances, and client files as to assist Finance Controller in reconciling various accounts at month-end.

Qualifications:

The Billing Specialist position requires four or more combined years of relevant education and work experience.

Relevant education includes accounting or business coursework, preferably having culminated in an earned associate or bachelor’s degree in these fields. 

Relevant work experience includes time spent employed in similar roles, preferably in a professional services firm.

Candidate should have strong computer skills and be proficient with Microsoft Office, including Microsoft Excel. Candidate should have strong typing/keyboard skills and be able to use a 10-key calculator by touch. Candidate should have the ability to self-direct, prioritize tasks and work with minimum supervision and with individuals at all levels of the organization. Knowledge of accounting fundamentals, legal billing procedures, and of computerized legal billing systems is a plus.

Be a Part of a Winning Team:
• Awards: Inc. Magazine's 5000 fastest growing companies 6 years in a row, Law Firm 500 five years in a row, Inc.'s 2023 Best in Business in Veteran Support, Department of Labor Hire Vets award, Secretary of Defense Pro-Patria award, 2023 Military Times Best for Vets: Employers List.

• Our firm prides itself on a great firm culture, generous benefits, and a culture of winning.

Hours: Monday – Friday, 40 hours

Benefits: Competitive compensation, generous PTO, 401k, insurance, EAP, professional development, swag, company events, and community involvement.

If you are passionate about seeking justice for clients, possess integrity, and are committed to our mission, we encourage you to apply. Join us at Berry Law and be part of a team that makes a difference.  Berry Law is an equal-opportunity employer.