What are the responsibilities and job description for the Billing Supervisor position at Wiley Rein LLP?
The Billing Supervisor is responsible for the daily management of client invoicing and ensuring the efficiency and accuracy of the monthly billing process for the firm. The Billing Supervisor manages the Billing Coordinators and ensures clients are invoiced according to client-specific billing guidelines while adhering to policies and regulations. The Billing Supervisor also manages the investigation and resolution of billing discrepancies and errors.
This position is eligible to participate in the firm's flexible work program.
SUPERVISORY RESPONSIBILITIES:
- When appropriate, assists with recruiting, interviewing, hiring, and training
- Oversees the daily workflow of team members
- Provides staff with constructive and timely performance feedback and evaluations
- Handles disciplinary process, including escalating employment matters to the head of the department and the Senior Director of Human Resources when necessary
- Provides leadership and mentoring to staff, including on-going performance management, feedback and coaching, identification of training opportunities
OTHER RESPONSIBILITIES/ESSENTIAL FUNCTIONS:
- Manage the Billing Coordinators and their assignments and provide guidance and training
- Assist with the month-end close process for billing, including the preparation of prebills, distribution of prebills to editing portals and shared drives
- Monitor Billing Coordinators’ workloads and prebill turnaround to ensure billing is completed timely while maintaining accuracy, tracking hold requests, and promoting a high level of customer service.
- Maintain contact with clients/attorneys to expedite bill processing deadlines and facilitate resolution of billing discrepancies
- Follow-up regularly with billing attorneys throughout the month to ensure they complete their billing timely
- Provide financial reports and information to billing attorneys on an ad-hoc basis
- Act as Subject Matter Expert for billing system and paperless billing module
- Identify training opportunities for legal administrative assistants (paperless billing module, financial management system) in coordination with Billing Manager, Director of Billing and Revenue and Director of Legal and Administrative Support
- Attend and participate in the bi-weekly billing group meetings and monthly department meetings
- Work directly with billing team to provide a high level of customer service both internally and externally
- Work closely with Collections, Payables and General Ledger teams to resolve issues, escalating to Billing Manager and Director of Billing and Revenue where appropriate and suggesting solutions to improve processes
- Collaborate with other department staff to support overall department goals and objectives
- Meet the department’s expectations to retrieve, read and/or respond to firm and client-related e-mail messages during and outside of core business and scheduled work hours by connecting a personal mobile device (smartphone or tablet with a data plan) to the firm’s network
KNOWLEDGE, SKILLS, AND ABILITIES:
- Ability to communicate professionally and effectively, both in oral and written form
- Ability to multi-task, prioritize/coordinate deadlines and track progress of tasks
- Ability to organize workflow and use time efficiently
- Strong diplomatic skills, collegiality, and emotional intelligence with the ability to work effectively across all levels of the firm
- Ability to demonstrate attention to detail and accuracy
- Must maintain confidentiality of work-related information and materials
- Must establish and maintain effective working relationships in or out of a team environment
- Strong leadership skills, including the ability to supervise, lead, and motivate a team
- Proficient in the use of MS Word and Outlook software and have advanced knowledge in the use of Excel
- Strong understanding of standard firm billing procedures and policies
- Operates office equipment including personal computer, copiers and 10-key calculator
- Understands and adopts the organizational structure
- Possesses the attitude of collaboration and sharing
- Willingness to learn and adopt new methodologies
- Flexibility and willingness to respond to issues during and outside of core business hours
EDUCATION AND EXPERIENCE:
- High school diploma or equivalent required. College degree preferred.
- Minimum five (5) plus years billing experience in a law firm or professional services firm required
- Prior supervisory experience required
- Experience with law firm accounting software systems
WORK ENVIRONMENT:
- Position operates in a professional office environment which is usually quiet to moderate
- Position routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets
- Position requires that the employee be able to multi-task in a fast-paced work environment
PHYSICAL DEMANDS:
- This position is primarily a sedentary position.However, some duties and responsibilities may require the employee to lift files, open filing cabinets, bend or stand, reach with arms and hands, climb or balance, occasionally move about to access office equipment, file cabinets, etc.
- May require employee to carry or lift items weighing up to 10 pounds
This description outlines the basic requirements of this position. It is not intended to be a complete description as other duties may be assigned.
The base salary for this position is expected to be between $90,000 to $100,000 annually. Actual salary will be determined based on skills, experience (to the extent relevant) and other job-related factors, consistent with applicable law.
Wiley’s comprehensive benefits package includes medical and prescription drug plan coverage, dental, vision, flexible spending and health savings accounts, life insurance, 401(k) retirement plan with firm discretionary contribution, generous paid time off (PTO) package plus ten firm paid holidays, access to state of the art on-site fitness facilities and locker rooms and wellness programming, paid parental leave and subsidized backup child/elder care, and more.
- Wiley is an Equal Opportunity Employer with a strong commitment to the achievement of excellence, diversity and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, or any other characteristic protected by law.
**This Organization Participates in E-Verify. This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.
Salary : $90,000 - $100,000
