Law Firm Billing Specialist - Part Time

About Us

Palladino, Isbell & Casazza (PIC Law) is a leading immigration law firm located in Philadelphia, providing expert US immigration services to clients throughout the world. Our fast-paced, progressive firm is focused on its mission to help immigrants, their families, and support businesses seeking to hire and sponsor immigrants. Our staff includes a team of attorneys, paralegals and support staff, speaking 14 unique languages. We emphasize teamwork and collaboration, to help encourage productivity and a positive work environment.

About You

• You love law firm billing and want the work-life balance of a part-time (20 hours/week) role.
• You are comfortable contacting clients via phone call regarding payments due, past due invoices, and billing issues.
• You are comfortable working in the Philadelphia office at least one day per week.
• You have a bachelor's degree in accounting, finance or business discipline preferred or equivalent experience.
• You bring prior law firm or professional services in accounts receivable.
• You are expert in Financial Management Systems software, Square experience preferred.
• You are proficient performing complex accounting analysis utilizing advanced Excel and reporting skills.
• You have high level of business acumen and ability to multi-task.
• You are known for your ability to assess pertinent information and anticipate needs and outcomes.
• You are proud of your ability to prepare accurate, highly detailed work product and prioritize and manage time effectively.
• Everyone raves about your talent for delivering exceptional client service through teamwork and an ability to work independently.
• You have a natural ability to maintain a high level of confidentiality.
• You are creative and tenacious with problem-solving.
• People describe you as reliable, dependable, and motivated.
• You have excellent organization and communications skills, both oral and written.
• You enjoy working with diverse clients.

About the Job

Responsibilities include, but are not limited to:

• Establish, foster, and maintain professional and collaborative relationships with attorneys, staff, and clients to ensure compliance with both attorney and client specifications.
• Verify rates with Partners, monitoring fee caps, tier discounts and matter budgets; setting-up and monitoring alerts; and communicating with the firm's designated Partner regarding discounts, write-downs, and write-offs.
• Manage the prebill to the final bill process; ensuring that billing attorneys receive accurate prebills and that they return their prebills in a timely manner; submitting finalized bills/eBills in the appropriate template format, adhering to the attorney and client specifications; and confirming the final bills have been submitted to the client and are posted in the accounting system.
• Collaborate with the Partners for new client account set-ups with eBilling requirements; coordinate with the Accounting to update appropriate fields according to client billing guidelines; submit invoices electronically, take accountability for successful submission and troubleshoot issues; and proactively follow-up regarding acceptance and timely payment of eBills. [Evaluate the creditworthiness and risk profile of new clients and matters to mitigate financial exposure, applying thorough due diligence and risk management practices]
• Communicate directly with clients as requested or as established. Concisely communicate arrangements with attorneys and clients on their matters; and provide clients with requested information on any special billing arrangements. Responding to all inquiries relating to same.
• Respond to inquiries relating to accruals, audits, and payment reports; recommending solutions based on billing trends relating to realization; and preparing ad hoc reports upon request.
• Maintain updated pre-bill status reports for client accounts.
• Regularly review outstanding accounts receivable to keep lawyers informed of their clients' payment statuses, ensuring prompt attention to overdue accounts.
• Contact clients via phone past-due balances to identify the reasons for the delay and propose acceptable payment resolutions while maintaining positive client relationships.
• Ensure collection notes and client payment histories are documented and updated, providing a clear audit trail and supporting effective collection strategies.

Physical Requirements of the Job

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to spend long periods of time working with a computer, frequently communicate in person and through devices with co-workers and clients verbally or in writing. The incumbent must be able to understand and work through problem solving with co-workers, vendors, and clients. Must be able to prepare documents and review documents and information prepared by others. For some work may need to differentiate between colors and shapes. This job works in an office environment with close contact with other employees, standard levels of noise, movement, and odors, conditioned air and artificial light. No animals are permitted in the office space per our lease.