Billing Specialist/Legal Assistant

Schwartz Hannum PC; Andover (MA); Hybrid; USD 80,000 - 92,000; Full time

Job summary

A dynamic law firm in Andover, MA, seeks a detail-oriented Billing Specialist / Legal Assistant. This hybrid role supports financial operations and legal practice, ensuring accurate client billing and providing administrative support to attorneys. Join a collaborative team committed to excellence and client service.

Qualifications

• Minimum of five years of experience in legal billing or law firm administrative support.
• Proficiency with legal billing software and document management systems.

Responsibilities

• Prepare, review, and finalize invoices in accordance with client billing guidelines.
• Manage attorney calendars, schedule meetings, and track deadlines.
• Handle sensitive legal and financial information with discretion.

Skills

Attention to Detail

Organizational Skills

Communication

Education

Bachelor’s degree

Accounting Certification

Tools

Sage Timeslips

CounselLink

Microsoft Office Suite

iManage

Job description

5 days ago Be among the first 25 applicants

This range is provided by Schwartz Hannum PC. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$80,000.00/yr - $92,000.00/yr

Schwartz Hannum PC is a dynamic, nationwide management-side labor, employment, and education law firm located in historic downtown Andover, Massachusetts. As a woman-owned firm founded in 1995, we are committed to delivering exceptional client service in a fast-paced, entrepreneurial environment.

Our dedicated attorneys, management team, and support staff form the foundation of our success. Employment at Schwartz Hannum PC offers the opportunity to join a collaborative and professional team deeply committed to excellence.

Position Summary

We are seeking a detail-oriented, organized, and proactive professional to join our team in a hybrid Billing Specialist / Legal Assistant role. This dual-function position supports both the firm’s financial operations and legal practice, playing a key role in ensuring accurate client billing and providing high-level administrative support to attorneys.

The Billing Specialist component of the role involves working closely with the Billing Manager to generate accurate, timely invoices and maintain organized financial records. The Legal Assistant responsibilities include managing calendars, coordinating communications, and assisting with legal documentation and case files.

The role will begin with in-person training, with virtual or hybrid options available by mutual agreement thereafter.

Key Responsibilities

• Invoice Generation: Prepare, review, and finalize invoices in accordance with client billing guidelines.
• Billing Records Management: Maintain accurate billing files, track time and expense entries, and resolve discrepancies as needed.
• Time and Expense Tracking: Coordinate with attorneys to ensure timely and accurate reporting of billable hours and client expenses.
• Accounts Receivable: Monitor and manage accounts receivable; follow up with clients to resolve payment delays or issues.
• Client Communications: Respond professionally to client inquiries regarding billing matters.
• Billing Guidelines Compliance: Understand and apply client-specific and insurance billing protocols.
• Reporting: Generate billing and collections reports for firm management.
• Process Improvement: Evaluate billing procedures and suggest enhancements for accuracy and efficiency.
• Client Intake: Assist with conflict checks and engagement letters.
• Confidentiality: Handle sensitive legal and financial information with discretion and integrity.
• Scheduling & Calendar Management: Manage attorney calendars, schedule meetings, and track deadlines.
• Document Preparation: Draft, proofread, and manage legal correspondence and documentation.
• File Management: Maintain organized client and matter files (electronic and physical) using iManage.
• Court Filings: Prepare and file legal documents with state and federal courts, both electronically (e-filing) and in hard copy, ensuring compliance with applicable court rules and deadlines.

Qualifications

• Bachelor’s degree or accounting certification preferred.
• Minimum of five years of experience in legal billing or law firm administrative support.
• Proficiency with legal billing software (e.g., Sage Timeslips, CounselLink, etc.).
• Knowledge of legal billing procedures and best practices.
• Familiarity with document management systems, preferably iManage.
• Exceptional attention to detail and accuracy in data entry and document handling.
• Strong organizational, communication, and interpersonal skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Eligibility to work in the United States and successful completion of Form I-9.

Schwartz Hannum PC is an equal opportunity employer.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

• Industries

  Law Practice

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