Billing Specialist

TAG HR; Ottawa; On-site; CAD 70,000 - 75,000; Full time

Job summary

TAG HR represents a well-established Ottawa law firm seeking a detail-oriented Billing Specialist. You will oversee client invoicing, trust accounting, and accounts receivable while collaborating with internal staff and external accountants to ensure accurate, timely financial operations.

The role requires at least 3 years in legal billing or accounting within a professional services setting, proficiency with Clio or similar software, and strong Excel skills. In-office role in Ottawa.

Qualifications

• Minimum of 3 years of legal billing, accounting, or bookkeeping experience within a law firm or professional services.
• Experience using Clio or similar legal billing software.
• Strong understanding of legal trust accounting and Law Society of Ontario compliance requirements.
• Proficiency with Microsoft Excel and Microsoft Office.
• Excellent organizational skills and discretion with confidential information.

Responsibilities

• Prepare, review, and process client invoices using legal billing software (Clio or similar).
• Generate invoices from lawyer dockets and ensure timely billing.
• Maintain trust account records in accordance with Law Society of Ontario (LSO) requirements.
• Complete monthly trust reconciliations.
• Process trust deposits and accurately apply client payments.
• Monitor Work in Progress (WIP) reports and identify aging matters for lawyer review.
• Monitor outstanding accounts and follow up with clients regarding overdue balances.
• Coordinate payment arrangements and assist with collection efforts.
• Prepare accounts receivable aging reports for management.
• Process approved billing adjustments and write-offs.
• Reconcile corporate credit card statements and assist with monthly financial reporting.
• Coordinate payroll submissions with external payroll providers.
• Prepare year-end accounting documentation for external accountants and bookkeepers.
• Assist with annual Law Society membership fee administration.

Skills

Legal billing

Accounting

Bookkeeping

Microsoft Excel

Attention to detail

Discretion

Communication

Education

Bookkeeping education

Progress toward CPA designation

Tools

Clio

Job description

Billing Specialist

Location: Ottawa, ON
Job Type: Full-Time, Permanent
Work Arrangement: In-Office
Salary: $70,000 - $75,000, based on experience

About the Opportunity

Our client, a well-established law firm in Ottawa, is seeking a detail-oriented Billing Specialist to join their team. This is an excellent opportunity for an experienced legal billing professional who enjoys working in a fast-paced environment and takes pride in accuracy, organization, and providing exceptional internal and client service.

In this role, you will oversee the firm's billing processes, trust accounting support, accounts receivable, and various accounting functions while working closely with internal staff and external accounting professionals to ensure financial operations run efficiently.

Key Responsibilities

Legal Billing & Trust Accounting

• Prepare, review, and process client invoices using legal billing software (Clio or similar).
• Generate invoices from lawyer dockets and ensure timely billing.
• Maintain trust account records in accordance with Law Society of Ontario (LSO) requirements.
• Complete monthly trust reconciliations.
• Process trust deposits and accurately apply client payments.
• Monitor Work in Progress (WIP) reports and identify aging matters for lawyer review.

Accounts Receivable & Collections

• Monitor outstanding accounts and follow up with clients regarding overdue balances.
• Coordinate payment arrangements and assist with collection efforts.
• Prepare accounts receivable aging reports for management.
• Process approved billing adjustments and write-offs.

Accounting & Financial Administration

• Process accounts payable, vendor invoices, and electronic payments.
• Track client disbursements and recoverable expenses.
• Reconcile corporate credit card statements.
• Assist with monthly financial reporting and reconciliations.
• Coordinate payroll submissions with external payroll providers.
• Prepare year-end accounting documentation for external accountants and bookkeepers.
• Assist with annual Law Society membership fee administration.

Qualifications

• Minimum of 3 years of legal billing, accounting, or bookkeeping experience within a law firm or professional services environment.
• Experience using Clio or similar legal practice management and billing software.
• Strong understanding of legal trust accounting and Law Society of Ontario compliance requirements.
• Proficiency with Microsoft Excel and Microsoft Office.
• Excellent organizational skills with exceptional attention to detail.
• Ability to manage confidential financial and client information with professionalism and discretion.
• Strong communication skills with the confidence to professionally follow up on outstanding accounts.

Assets

• Bookkeeping or accounting education.
• Progress toward or completion of a CPA designation.
• Experience with payroll systems such as Ceridian or Powerpay.
• Bilingualism (English/French).