Legal Billing Specialist

Nicolaides Fink Thorpe Michaelides Sullivan LLP; Chicago (IL); Hybrid; USD 53,000 - 68,000; Full time

Benefits offered by this job

Hybrid/flexible schedule

Competitive salaries & benefits

Job summary

Nicolaides Fink Thorpe Michaelides Sullivan LLP seeks a Legal Billing Specialist to join its Chicago office and become an integral part of its administrative support team.

The role involves preparing client bills, ensuring timely submission, and compliance with billing guidelines. Proficiency with SurePoint LMS and Aderant BillBlast is required in a fast-paced environment.

Qualifications

• Three years’ legal billing experience in a law firm.
• Experience with law firm billing software and E-Billing tools.
• Proficiency in Microsoft Teams, Word, Excel, Outlook, and OneDrive.
• Clear written and verbal communication with clients.

Responsibilities

• Generate and distribute pre-bills, edit and finalize invoices.
• Bill attorney hours monthly to clients, meeting deadlines.
• Submit bills via e-billing websites or email as required.
• Maintain and organize client billing files and documentation.
• Monitor outstanding invoices with Accounting.
• Update budgets on e-billing sites and handle timekeeper approvals.
• Ensure client confidentiality and respond to billing inquiries.

Skills

Billing software proficiency

Organizational skills

Attention to detail

Communication

Time management

Education

Associate degree

Bachelor’s degree desirable

Tools

SurePoint LMS

Aderant BillBlast

Bottomline Legal eXchange/Legal-X

CounselLink

Legal Solutions

Serengeti

T-360

Job description

Nicolaides Fink Thorpe Michaelides Sullivan LLP seeks a Legal Billing Specialist to join the firm’s Chicago office and become an integral part of its administrative support team.

The Legal Billing Specialist will be responsible for assisting attorneys with the preparation of client bills, ensuring they are processed in a timely manner, in accordance with the client agreement. Key tasks include coordinating billing procedures, analyzing complex billing guidelines, reconciling matters on e-billing websites, processing and submitting invoices to clients utilizing SurePoint LMS and Aderant BillBlast via e-billing website or emails, ensuring timekeepers and their rates are accurately added to various e-billing websites, adding budgets to e-billing websites, and submitting any required appeals for deductions. You will also ensure that client billing is accurate, timely, and in compliance with legal billing standards, while maintaining high levels of client service and communication.

Who We Are

Nicolaides is a preeminent insurance coverage law firm, dedicated to exclusively representing the interests of the insurance industry around the world. Our attorneys represent clients in high exposure coverage disputes before federal and state trial and appellate courts as well as arbitration panels across the U.S. and abroad.

This is an exceptional opportunity for those looking for a career in a dynamic, stimulating, collaborative, and highly dedicated work environment built on collegiality and respect. Once fully trained and familiar with the job duties, the firm offers a hybrid/flexible work schedule. Additionally, the firm provides competitive salaries and benefits, opportunities for advancement and professional development, and a commitment to diversity, employee wellness, and community service.

This is a non-exempt role, with an hourly range of $38.50 to $49.50/hr. Pay is based on a 35-hour work week, with eligibility for overtime, as needed.

Who You Are

You will have a minimum of three years of legal billing experience. You will possess a strong understanding of third-party billing websites (including but not limited to Bottomline Legal eXchange/Legal-X, CounselLink, Legal Solutions, Serengeti, and T-360), legal billing practices, and proficiency with legal billing software. You are highly organized, detail-oriented, analytical, able to prioritize tasks under pressure, and possess strong interpersonal communication skills.

Primary Duties and Responsibilities include, but are not limited to:

• Responsible for monthly billing cycle including generation and distribution of pre-bills, ensuring adherence to client billing guidelines, performing edits, and generating final invoices.
• Compiles and bills attorney hours to clients every month, meeting firm and client deadlines.
• Review edits made by Billing Assistants to pre-bills in response to attorney requests.
• Submit bills to clients utilizing SurePoint LMS and Aderant BillBlast via e-billing websites or email function (depending on client requirements).
• Process unbilled fee write-offs.
• Review and verify accuracy of billing and supporting documentation as required by outside counsel guidelines.
• Maintain client billing files, inclusive of pre-bills, final bills, and supporting documentation.
• Works with Accounting to monitor outstanding invoices for collection purposes.
• Submit budgets on e-billing sites once received from attorneys; proactively update budgets prior to expiration and budget overages.
• Perform client configuration and matter mapping on e-billing websites, including Bill Blast, as part of the e-billing process, including submitting/obtaining timekeeper and rate approvals.
• Ability to execute complex bills in a timely manner (i.e. by matter, split-party billing, preparation of electronic bills).
• Ability to handle a high volume of bills per month and work on resolving errors preventing invoices from being submitted.
• Ability to effectively interact and communicate within the billing team, with attorneys, legal assistants, and clients.
• Research and respond to inquiries regarding billing issues and problems.
• Ensure strict confidentiality at all times.
• Assist with special projects, reporting and analysis as needed.
• Perform other duties as assigned.
• Ability to learn new software.

Education/Experience:

• Minimum Associate Degree; Bachelor’s degree is desirable. Equivalent training, education, and experience with a focus on billing also accepted.
• Three years’ legal billing experience in a law firm
• Experience with law firm billing software programs and/or E-Billing software (SurePoint LMS along with Aderant Bill Blast)
• Demonstrate proficiency in Microsoft Teams, Word, Excel, Outlook, and OneDrive
• Able to communicate clearly and concisely both verbally and in writing with internal and external clients
• Able to perform at high levels in a fast-paced work environment and adapt to changing priorities
• Able to manage time effectively in order to meet important deadlines.

Nicolaides Fink Thorpe Michaelides Sullivan LLP is an Equal Opportunity Employer M/F/D/V. We support and encourage workforce diversity. We do not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, marital status, sexual orientation, gender identity, disability or any other category prohibited by local, state or federal law. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, demotion, compensation, benefits, social and recreational activities, and termination.

NOTICE TO LEGAL SEARCH FIRMS: Nicolaides Fink Thorpe Michaelides Sullivan LLP does not accept applications or resumes from placement or search agencies. There are no exceptions to this policy, no contract will be formed and no placement fee will be paid with respect to any resume submitted to the Firm by an agency. Resumes received by agencies will be immediately discarded.