Chicago Legal Billing Specialist

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 $42-$46. Pay is based on a 35-hour work week, with eligibility for overtime, as needed.
 
Primary duties and responsibilities, job specifications and qualifications, education, and experience are below. Qualified candidates should submit a resume and cover letter summarizing their work history here: Legal Billing Specialist Application

Who You Are

You will have a minimum of five years of legal billing experience, ideally in a law firm environment. 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 Assistant 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 and in SurePoint LMS; proactively update budgets prior to expiration and budget overages.
• Work closely with attorneys to obtain necessary responses to appeals for bill reductions and timely submissions.
• Work with the Billing Assistants to manage the new client and matter set-up process to ensure they are set up properly in SurePoint LMS and Aderant BillBlast systems.
• 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.
• Assist with quarterly client accrual reporting, as necessary.
• 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.
• 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.
• Close matters, advising partners of any outstanding balances.
• 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.