Billing Specialist

RJI Search; New York (NY); Hybrid; USD 60,000 - 90,000; Full time

Job summary

RJI Search is seeking a Billing Specialist to manage and validate rate implementations across firm, client, and matter levels. You will respond to rate information requests, coordinate new timekeeper rates, and ensure compliance with client guidelines."

The role requires a Bachelor's degree with 3+ years in legal billing, proficiency in Excel, and experience with Aderant Expert Rates. This position is hybrid for the New York Metro area and remote for non-New York candidates.

Qualifications

• Bachelor's degree or equivalent required; experience as Legal Biller or eBiller preferred; knowledge of Legal Finance is required.
• At least 3 years of experience in legal billing or a comparable role preferred.
• Experience managing, maintaining, or administering client billing rates.

Responsibilities

• Assist in setting up, maintaining, and updating client rate agreements and discounts in the Finance System.
• Provide ongoing support for monthly client rate maintenance, including adding new timekeepers and tracking rate expiration dates.
• Review existing rate arrangements and cost restrictions to confirm alignment with client engagement letters and Guidelines.
• Respond to Client Operations Billing team questions, discrepancies, and issues related to billing rates.
• Process rate requests and inquiries promptly within established timelines.
• Assist with annual review of expiring rates and replacements in the system.
• Support firm-wide annual rate upload initiatives and year-end schedules.
• Track outstanding rate requests and escalate unresolved items to the Supervisor as needed.
• Assist with testing system enhancements and reporting improvements.
• Follow Firm policies and keep rate process documentation up to date.
• Perform additional projects and duties as assigned.

Skills

Advanced Excel

Analytical skills

Organizational skills

Attention to detail

Interpersonal skills

Team player

Communication skills

Education

Bachelor's degree or equivalent

Tools

Aderant Expert Rates

Job description

The Billing Specialist will work to manage and validate rate implementations and maintenance at the Firm, client, and matter levels. This will include responding to requests from the billing department for current rate information; implementing agreed rate arrangements for Firm clients; coordinating data for the submission of new timekeeper rates; utilizing client guidelines to set-up approved cost exceptions; troubleshooting client, matter, and timekeeper rate calculation issues; and ad hoc reporting as needed.

Responsibilities

• Assist in setting up, maintaining, and updating client rate agreements and applicable discounts within the Finance System.
• Provide ongoing support for monthly client rate maintenance, including adding new timekeepers and tracking approaching rate expiration dates.
• Conduct proactive reviews of existing rate arrangements and cost restrictions to confirm alignment with client engagement letters and Outside Counsel Guidelines.
• Respond to and assist Client Operations Billing team members with questions, discrepancies, and issues related to billing rates.
• Process and address rate requests and inquiries promptly and within established timelines.
• Assist with the annual review of expiring rates to ensure replacement arrangements are obtained and entered into the system accurately.
• Support firm-wide annual rate upload initiatives, including Fiscal Year End and Associate Matriculation schedules.
• Track outstanding rate requests and communicate/escalate unresolved items to the Supervisor when appropriate.
• Assist with testing system enhancements and supporting initiatives designed to improve reporting capabilities, as needed.
• Follow all Firm policies, procedures, and established guidelines.
• Keep documentation current regarding rate processes, procedures, and existing operational practices.
• Perform additional projects and duties as assigned.

Qualifications

• Bachelor's degree or equivalent undergraduate degree required; and/or commensurate experience as a Legal Biller or eBiller required; experience or knowledge within Legal Finance is required.
• At least 3 years of experience in legal billing or a comparable role preferred.
• Previous experience managing, maintaining, or administering client billing rates.
• Exceptional organizational skills with a strong focus on accuracy and attention to detail.
• Advanced Excel capabilities and strong analytical skills.
• Ability to efficiently process, organize, and respond to a high volume of requests and inquiries.
• Proficiency with Aderant Expert Rates or a comparable legal financial management system.
• Demonstrated ability to work effectively in a fast-paced environment while meeting deadlines.
• Proven ability to manage high-volume portfolios, prioritize competing demands, and maintain accuracy.
• Excellent interpersonal and customer service skills with a collaborative, team-oriented approach.
• Strong written and verbal communication abilities.
• Willingness and flexibility to work overtime when business needs require.
• This position will be remote for candidates outside of the New York Metro area and hybrid for those candidates that are within the New York Metro area