Billing Assistant

West, Webb, Allbritton & Gentry, Pc; College Station (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

West, Webb, Allbritton & Gentry, Pc is seeking a Billing Assistant to support end-to-end financial workflows, from time entry to final collections. You will help safeguard cash flow and act as the Billing Manager’s strategic backup, ensuring continuity in revenue operations.

The role emphasizes pre-bill generation, e-billing management, AR monitoring, and professional collections, with a focus on compliance and process documentation.

Qualifications

• 1–3 years of legal billing, accounting or data entry experience; law firm experience preferred.
• Familiarity with legal practice management and billing software (Clio/Aderant/CARET) is a plus.
• Strong communication and diplomacy when interacting with shareholders, attorneys, the Billing Manager and clients regarding financial matters.
• Advanced Excel skills and ability to identify data discrepancies to prevent invoice rejections.

Responsibilities

• Pre-Bill & Invoice Generation: manage monthly pre-bill distribution with precise edits and adjustments.
• E-Billing Management: set up new clients in the billing system, monitor invoices and submit electronic invoices.
• Accounts Receivable Monitoring: review AR balances and apply payments to client accounts.
• Strategic Collections: conduct professional collection communications, resolve discrepancies, maintain cash flow.
• Trust Accounting: assist with application of client trust funds to invoices and reconcile trust accounts.
• Cross-Training & Redundancy: shadow and learn all workflows and system configurations managed by Billing Manager.
• Emergency Backup: serve as backup for critical billing functions to ensure uninterrupted operations.
• Process Documentation: document and update SOPs to preserve knowledge.

Skills

Communication

Attention to detail

Excel proficiency

Education

Legal billing accounting/data entry experience

Tools

Clio

Aderant

CARET

Job description

The Billing Assistant is a strategic addition to our financial team, designed to optimize the firm’s working capital cycle and ensure operational continuity. As the Billing Manager’s right hand and strategic backup, this role eliminates a critical single point of failure in our revenue operations.

The successful candidate will master the firm’s end-to-end financial workflows, from initial time entry management to final collections, helping safeguard cash flow against unexpected disruptions while freeing executive capacity for high-level financial oversight.

Key Responsibilities

Revenue Lifecycle & Data Integrity

• Pre-Bill & Invoice Generation: Manage the full monthly pre-bill distribution process, making precise edits, adjustments, and write-offs as directed by the Billing Manager.


• E-Billing Management: Handle new client setup in the billing system, track client expenses, submit electronic invoices through third-party e-billing portals (including LEDES formats), and proactively monitor invoice status to prevent rejections or delays.

Collections & Cash Flow Optimization

• Accounts Receivable (A/R) Monitoring: Regularly review accounts receivable balances, apply payments to client accounts, and identify aging invoices before they become problematic.


• Strategic Collections: Conduct professional, tactful collection communications with clients and partners, resolve payment discrepancies, and help maintain steady cash flow.


• Trust Accounting: Assist with the accurate application of client trust funds to outstanding invoices in strict accordance with state bar compliance rules. Reconcile trust accounts.

Risk Mitigation & Continuity

• Cross-Training & Redundancy: Actively shadow and learn all specialized workflows, custom client arrangements, and system configurations managed by the Billing Manager.


• Emergency Backup: Serve as a fully qualified backup for all critical billing functions to ensure uninterrupted revenue operations during unexpected absences or periods of high volume.


• Process Documentation: Help document, map, and update standard operating procedures (SOPs) to preserve institutional financial knowledge.

Qualifications & Skills

• Experience: 1–3 years of legal billing, accounting, or specialized data entry experience. Law firm experience is highly preferred.


• Technical Proficiency: Familiarity with legal practice management and billing software, such as Clio, Aderant, or CARET, is a plus.


• Communication: Exceptional diplomacy and clarity when communicating with firm shareholders, attorneys, the Billing Manager, and clients regarding financial matters.


• Attention to Detail: Advanced proficiency in Microsoft Excel and a strong ability to identify data discrepancies that could lead to invoice rejections.