Billing Clerk

Wilner & O'Reilly Immigration Law; Costa Mesa (CA); On-site; USD 40,000 - 50,000; Full time

Job summary

A legal services firm located in Costa Mesa is seeking a detail-oriented Billing Clerk who will be responsible for comprehensive billing and administrative support across all offices. Ideal candidates should be organized and capable of managing high-volume billing tasks. Duties include invoice generation, client communication, and data entry in various systems. This role is vital for maintaining billing accuracy and client satisfaction, offering a chance to grow within a supportive environment.

Qualifications

• Experience with billing processes and administrative support is essential.
• Ability to handle high-volume tasks effectively.
• Strong communication skills for client interaction.

Responsibilities

• Provide comprehensive billing support across all offices.
• Manage and process payments along with client inquiries.
• Maintain accurate client records and billing systems.

Skills

Detail-oriented

Organizational skills

Client service

Tools

Clio

QuickBooks

Cerenade

Job description

Position Summary

The Billing Clerk provides comprehensive billing and administrative support across all firm offices. This role is responsible for accurate data entry, payment processing, invoice generation, client billing communication, and calendar-based balance monitoring. The ideal candidate is detail-oriented, organized, and comfortable handling high-volume billing tasks while providing responsive client service.

Essential Duties & Responsibilities

Billing & Payment Processing

• Post received case payments and process credit card transactions.
• Set up and manage automatic monthly payment arrangements.
• Generate invoices for legal fees, filing fees, attorney expenses, and client consultations.
• Review client accounts to follow up on payment status, generate small balance adjustments, and assess eligibility for collections or bad-debt write-offs.

Data Entry & System Updates

• Enter cost logs, USPS and FedEx shipments, mileage and parking expense reports, and hourly time entries accurately.
• Update missing credit notes and location fields in Clio and QuickBooks as needed.
• Maintain accurate client contact information and billing notes in Cerenade and related systems.

Client Communication & Account Follow-Up

• Contact clients regarding declined credit card payments and obtain updated payment information.
• Communicate with clients regarding outstanding balances and document all interactions.
• Respond to client billing inquiries via phone, email, and internal chat, forwarding matters to case managers or attorneys when appropriate.

Calendar & Appointment Monitoring

• Monitor office calendars for upcoming prep appointments, hearings, and interviews.
• Contact clients in advance to collect balances due prior to scheduled appointments.
• Review calendared attorney appearances and prep events to ensure accounts are current.

Email, Phone & Mail Management

• Review daily billing emails and mail notifications from all offices to identify balances due.
• Respond to billing-related emails, chats, and voicemail messages throughout the workday.
• Address billing requests related to file audits, closed cases, and account status inquiries.

Team & Office Support

• Provide backup support for billing team members during absences, including processing contracts, FedEx shipments, and assigned office communications.
• Assist with billing specialist duties as needed to ensure continuity of operations.

Physical Requirements

• This position is primarily sedentary, with occasional standing, bending, and reaching.
• Must be able to lift and carry files or materials weighing up to 10 pounds.

Additional Information

• Duties, responsibilities, and activities may change at any time based on business needs.
• A detailed breakdown of job duties may be attached or provided separately.