Legal Billing Specialist, Law Firm Billing & AR
Overview
You will own the full billing lifecycle for a growing community association law firm, ensuring every billable hour, disbursement, and client payment is captured accurately and invoices go out on time. You will reconcile subledgers to the general ledger, support collections, and feed cash flow forecasting and monthly close. Working directly with attorneys and firm leadership, you will be the precision gatekeeper for financial data integrity. This role stands out because accuracy is non-negotiable: you will catch the one transaction out of a thousand that doesn't tie, and your work directly impacts firm profitability. You will use Clio Manage daily to manage invoices and client data, with Excel for analysis and reconciliation.
What You'll Do14
- 1Prepare, review, and issue monthly client invoices in Clio Manage according to firm standards and engagement terms.
- 2Audit time entries and disbursements for accuracy, narrative quality, and rate integrity before invoice release.
- 3Process pre-bill distribution to attorneys, track markups and approvals, and enforce turnaround deadlines.
- 4Post client costs, filing fees, and advanced disbursements to correct matters with supporting documentation.
- 5Apply client payments, retainer draws, and credit memos accurately and on the same business day where possible.
- 6Submit invoices through client e-billing portals, resolving rejections and short-pays to closure.
- 7Reconcile the AR subledger to the general ledger each month, clearing all variances before close.
- 8Reconcile client trust/escrow balances, confirming ledger to bank and no negative balances.
- 9Produce AR aging reports, flag overdue matters, and support collections with statements and client follow-up.
- 10Investigate unapplied cash, duplicates, and write-offs, routing them through proper approvals.
- 11Maintain client and matter billing records, including rates, contacts, and terms, and identify upstream errors to fix at the source.
- 12Document and follow standard operating procedures, recommending refinements where controls are weak or manual.
- 13Prepare recurring and ad hoc reports on realization, write-offs, collection cycle time, and unbilled work.
- 14Assist with month-end and year-end close deliverables, including revenue and AR schedules and audit support.
Requirements15
- 12–3 years of billing, AR, or bookkeeping experience, with law firm or professional services billing strongly preferred.
- 2Associate's degree in accounting, finance, or business administration, or equivalent demonstrated experience; high school diploma required.
- 3Proficiency in Clio Manage or comparable legal billing platforms like Rocket Matter or Time Matters.
- 4Intermediate to advanced Excel skills: pivot tables, XLOOKUP/VLOOKUP, filtering, conditional formatting, and text-to-columns.
- 5Solid understanding of the AR cycle end-to-end: invoice generation, cash application, aging, dispute resolution, and write-offs.
- 6Knowledge of client trust/escrow accounting principles, including commingling prohibitions and individual tracking.
- 710-key accuracy and confident data entry speed.
- 8Uncompromising attention to detail: you notice rate changes, misposted disbursements, and off totals, and you self-review before releasing.
- 9Ownership and follow-through: you stay with open items until closed, and you follow up with attorneys for missing information.
- 10Accountability without defensiveness: you raise errors immediately and propose preventive controls.
- 11Professional communication and client service: you explain billing entries clearly and hold firm on payment obligations without escalating tone.
- 12Discretion and confidentiality: you handle privileged client and financial data with complete discretion.
- 13Process discipline with a continuous improvement mindset: you follow procedures but speak up when the process is the problem.
- 14Collaboration across departments: you work well with timekeepers, paralegals, and leadership.
- 15Composure under deadline: you protect month-end accuracy even under volume.
Salary Insight
$50k per year
Location
Required Skills
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