Billing Manager

General Responsibilities

Reporting to the Director of Finance, the Billing Manager’s primary responsibilities are to lead and oversee the billing process and billing staff. Additionally, the Billing Manager will identify and make recommendations to improve the billing process to the Director of Finance, create and maintain structured reporting of billing metrics, utilize billing technology, and ensure quality service to our customers (internal and external).

Essential Core Competencies:

Execution Excellence – Demonstrates a commitment to producing a high quality and accurate work product. Takes responsibility for the quality and timeliness of work.

Process Management – Possesses and demonstrates a thorough understanding of assigned responsibilities and processes. Sets goals, plans and organizes the execution of processes while exercising good judgment and utilizing the appropriate tools.

Professionalism – Demonstrates a high degree of respectability, diplomacy and tact in the execution of the responsibilities of the position. Carries oneself in a manner befitting of the Firm’s culture.

Client Service – Demonstrates client service equally to both internal and external clients. Is professional, responsive, and positive in client interactions. Has an appreciation for the fact that service to clients extends both within the Firm and outside of the Firm.

Collegiality – Embraces a “One Firm” mentality. Acts as an ambassador of the Firm both internally and externally, working as part of a team to achieve the common goals of the assigned department and the Firm as a whole.

Collaboration – Works together to achieve a common benefit for the Firm; the transfer of knowledge in cooperation with others. Demonstrates a helpfulness to others and lends assistance.

Communication – Interacts effectively with others to reach common goals through appropriate work interactions including but not limited to the exchange of ideas, information and knowledge in written and verbal form.

Equipment/Software Proficiency – Demonstrates a solid understanding and proficiency in the use of Firm office equipment and software programs required for the position.

Adherence to Firm Policies and Procedures – Has knowledge of Firm policies, procedures, and best practices, and complies with them. Assumes responsibility for staying on top of policy updates on an ongoing basis.

Specific Responsibilities:

• Create, update and maintain all documented billing policies and procedures. Billing Manager will monitor adherence to billing policies and procedures by both her direct reports and other personnel to ensure compliance.

• Lead and manage the performance of the billing staff through specific goal setting including skill set enhancement, ongoing performance evaluations, coaching, and support with complex transactions.

• Maintain structured reporting of monthly billing metrics to include productivity of Billing Specialists and balance workload among billing staff as needed.

• Oversee the monitoring of Time Holding File and ensure Billing Specialist initiates necessary follow-up to ensure compliance with Firm policy.

• Oversee billing administrative duties to ensure new client Outside Counsel Guidelines are reviewed and new time entry rules are established in OCG Live software as needed. Modify existing OCG Live rules as necessary.

• Oversee and utilize BillBlast software to monitor errors, notes, appeals and staff utilization of the software. Ensure all third party ebill vendor sites are interfacing properly with BillBlast and tasks associated with new rates, budgets, and new timekeepers are being addressed.

• Stay current with billing technology options. Initiate and be proactive at educating Management regarding enhanced billing technology and billing product options.

• Train new support staff on Aderant products and accounting practices which apply to the new employee.

• Maintain “Training Time” tracking of eligible timekeepers and publish updated schedules as required.

• Create and maintain process documentation as required.

• Prepare specialized documents/spreadsheets as requested by billing attorneys and/or clients.

• Backup to Billing Analyst for month end closing and opening processes.

• Work directly with attorneys to provide high customer service levels.

• Work effectively with all members of the Firm to achieve common goals and positive results and identify process improvement opportunities.

Job Requirements:

• Bachelor’s Degree or equivalent experience required.

• A minimum of 5 to 10 years of experience with billing, electronic billing, accounting and administration.

• Law firm or other professional services billing experience is preferred.

• A minimum of 3 to 5 years supervisory experience required, with an ability to direct the work of others effectively.

• Ability to work independently and perform well under pressure, multi-task and meet all deadlines.

• Motivation for self-direction with an orientation to service.

• Excellent communication and interpersonal skills to effectively communicate and interact with individuals at all levels both inside and outside of the Firm.

• Accuracy and strong attention to detail.

• Extensive knowledge of Microsoft Office Suite, EIS, proficiency using Excel and Aderant/Expert Billing, with the ability to quickly grasp new programs as required by department needs.

• Excellent organizational skills.

• Adapt well to change and new ideas. Willing to take on new responsibilities; take initiative to improve areas of weakness and build on current skills.

• Able to thrive in a continuous learning environment.

Hours

This is a full-time, exempt position. The Billing Manager is expected to work the hours necessary to fulfill the responsibilities of the position, including late hours and occasional weekend work.

Physical and Other Requirements

The work is primarily of an intellectual nature but requires a variety of physical capabilities. The employee must occasionally lift and/or move up to 10 pounds and rarely has to lift and/or move up to 25 pounds. This position requires the ability to operate a keyboard at efficient speed. While performing the duties of this job, the employee is regularly required to stand, walk, talk or hear. The noise level in the work environment is usually moderate.

Non-Discrimination

The Firm will not make employment decisions (including decisions related to hiring, assignment, compensation, promotion, demotion, disciplinary action and termination) on the basis of race, color, religion, age, sex, marital status, sexual orientation, national origin, ancestry, disability, pregnancy, genetic information, gender identity or expression or any other characteristics protected by applicable law, except in the case of a bona fide occupational qualification.

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer Statement

The preceding job description has been designed to illustrate the general nature and requirements for the performance of this job. It is not intended to be construed as an exhaustive statement of essential functions, responsibilities or requirements.