Legal Billing Specialist (experienced)

Location: Washington, DC (office is walking distance from Tenleytown metro stop)

 Are you feeling overwhelmed by the high-pressure demands of your current work environment? Ready to find a workplace that values your well-being and professional growth? We are seeking an Billing Specialist to join our team.  

Experience Required: Minimum 1 year

Hylton Rodic Law is a cutting-edge intellectual property law firm focused on using technology to efficiently provide the highest quality legal service that meets each client’s strategic business objectives. Our team is business-savvy with strong scientific backgrounds. We specialize in providing expert intellectual property services across industries such as biotech, chemistry, pharmaceuticals, medical devices, and more. At Hylton Rodic Law, we understand that our legal advice is an important part of a business decision, and we make it our business to understand each client’s needs and formulate solutions that always take the business context into account.

As a lifestyle law firm, we understand the importance of maintaining a healthy work-life balance. At Hylton Rodic Law, we prioritize innovation, wellness, and professional growth. We are committed to fostering a supportive and inclusive culture where diverse perspectives drive success. Our firm values work-life balance and offers a wellness-focused environment with mental health days, flexibility, and supportive colleagues. We believe in creating a collegial atmosphere that encourages collaboration and personal well-being.  

Growth Opportunities: We empower our team with opportunities to thrive in a collaborative and balanced work environment. Hylton Rodic Law provides access to mentoring, development programs, and challenging projects to advance your career. We offer professional growth through continuous learning and development initiatives, ensuring that our team members can achieve their full potential.

The Billing Specialist is responsible for managing account setup, billing arrangements, and account and inventory management for assigned client portfolios. The Specialist works collaboratively the legal team throughout the billing cycle.

Key Responsibilities:

• Establish, foster, and maintain professional and collaborative relationships with attorneys, staff, and clients to ensure compliance with both attorney and client specifications.
• Verify rates, review and implement outside counsel guidelines, monitor fee caps, tier discounts, and matter budgets; set up and monitor alerts; and communicate with the management regarding discounts, write-downs, and write-offs.    
• Manage the prebill to final bill process; ensure billing attorney receives accurate prebills and return them in a timely manner; submit finalized bills in the appropriate template format, adhering to attorney and client specifications; and confirm final bills have been submitted to the client and are posted in Firm’s accounting system. Review client guidelines and rate arrangements and ensure invoices are compliant. Additionally, process transfers, write-offs, and adjustments.  
• Monitor unbilled inventory for assigned clients and ensure invoices are prepared and finalized promptly.  
• Generate weekly billing reports and analysis.
• Prepare monthly and transactional bills and reports for billing attorney review, incorporate edits and revisions, prepare final invoices, obtain approving signature, post bills, and maintain billing files.
• Work closely with legal and support staff to resolve any issues in a timely manner and ensure bills are accurate and complete.
• Communicate directly with clients as requested or established. Concisely communicate arrangements with attorneys and clients on their matters; provide clients with requested information on any special billing arrangements. Respond to all inquiries relating to same.
• Manage and coordinate all billing functions for assigned timekeepers.  
• Perform standard billing functions of the firm including but not limited to creating proformas, transferring, dividing, bill no-charge and correcting time and cost entries, entry of adjustments and understanding their effect on realization, and finalizing and balancing invoices within the law firm financial software.
• Perform advanced billing functions for alternate fee arrangements (flat fee, fixed fee by task and interim billing), multi-payor, split billing, application of retainers, and unallocated payments.
• Provide excellent service by responding to billing questions and issues and provide advice to the legal team regarding the billing and management of complex fee arrangements.
• Manage the electronic invoice submission process and track the status of electronic invoices from submission to acceptance including identifying, researching, and troubleshooting rejected invoices and other issues as they arise so that electronic invoices are properly submitted and accepted by clients.
• Create bills; drafts and finals efficiently and accurately per client guidelines and billing department expectations. Prepare and/or assist in preparation of client bills; process, proof, and release manual bills in the accounting system or download and prepare electronic billing using client-approved software. Timely solution of any e-billing errors for proper submissions according to the client's guidelines. Validate set-up, maintenance, and resolving electronic billing errors. Shred pre-bills; adhere to retention policy.
• Process write-downs, retainer applications, premium allocations, and transfers of time and/or disbursements after required approval has been obtained. Attorney, legal assistant, and client inquiries. Research and reconcile discrepancies.
• Handle attorney, legal assistant, and client inquiries. Provide monthly billing reports as required. Prepare, per client requirements and/or attorney request, billing accruals for budget analysis. Assist with gathering and matching supporting documentation for client expenses as needed.
• Create and/or revise billing formats to accommodate client and/or attorney needs.
• Review client accounts receivable, aged work in progress, and unapplied cash to minimize cash cycle, improve cash flow, and meet revenue goals. Review write-downs and work proactively with attorneys, management, and billing committee to resolve problems arising from this review.
• When appropriate, contact clients to resolve billing issues that hinder payment of outstanding A/R.
• Ensure compliance with billing and collection policies.
• Analyze trends to suggest process improvements in a professional manner. Prepare response to special client requests such as personnel surveys, etc.
• Ad hoc projects and requests, as assigned.

Qualifications:

• Bachelor’s degree in accounting, finance, or business, or equivalent experience.
• Preferred: Experience in law firms or professional services.
• Proficient with QuickBooks Online (QBO).
• Skilled in complex accounting analysis, advanced Excel, and reporting.
• High business acumen and multitasking ability.
• Strong analytical skills to assess information and anticipate needs.
• Detail-oriented with excellent time management.
• Exceptional client service, teamwork, and independent work skills.
• Clear and concise communication.
• Proactive and value-driven.
• Maintains confidentiality.
• Strong problem-solving abilities.
• Reliable, dependable, and motivated.
• Excellent organizational and communication skills.
• Flexible to work additional hours as needed.
• Excellent organization and communication skills, both oral and written.

Benefits:

• Commuter Benefits
• Mental Health Days
• Employee Assistance Program (EAP)
• Disability (LTD/STD)
• Health Insurance Subsidy
• Paid Time Off (PTO)
• 6.5-Day Holiday Break (Christmas Eve to New Year’s Day)
• Billable Hour Bonus
• Life Insurance
• Vision Insurance
• 401(k) with matching
• Dental Insurance
• Sunshine Fridays
• Sign-on Bonus

Salary: The anticipated base salary for this position is $48,000 to $90,000. The actual base salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held.

Application Process: Inquiries are treated with strict confidentiality. Please apply by submitting the following:

• Resume
• Cover letter
• Salary requirements
• Official/unofficial academic transcripts (undergraduate (and graduate (if applicable))

We look forward to receiving your application and exploring the possibility of you joining our team!

NO RECRUITERS, PLEASE.