Billing Assistant (part-time) at Law Firm Exclusively Serving Nonprofit/Tax-Exempt Organizations

Cheshire Law Group is in its 15th year, and we're growing! We are looking for an exceptional, detail-oriented professional to join our team as a parttime Billing Assistant in support of our Firm’s billing team as client needs increase.

Cheshire Law Group is an award-winning and industry-leading woman-owned law firm that exclusively represents nonprofit organizations as outside general counsel. We bring sophisticated legal counsel within reach for the nonprofit sector at a cost most organizations can afford.

We believe that nonprofits deserve the legal expertise that for-profits enjoy. We believe in the benefits of lasting relationships and resolving problems systemically, that collaboration leads to smarter outcomes, and that legal counsel should strengthen communities.

Curious about the organizations we serve, the work we do, and whether Cheshire Law Group would be a fit for you? Check out what our clients have to say about our team, and learn more about our work at: https://www.cheshirenonprofitlaw.com/

Billing Assistant Responsibilities:

The Billing Assistant position requires approximately 15 days total per month.

This role entails proofreading, coordinating internal attorney review of, editing, and sending a high volume of invoices at the beginning of each month (approximately first 2 weeks of the month); monitoring client billing communications and helping to resolve client billing questions and issues throughout the month as needed; generating accounts receivable aging reports (approximately 1 day at the end of the month) and follow-up client communications; and sending close-out letters to clients as needed.

The specific processes for which the Billing Assistant is responsible include:

• Entering Firm credit card client expenses each week and outside counsel/vendor client expenses by the end of each month to the Firm’s client management system so these expenses are billed promptly to clients.
• On the first workday of each month, reviewing non-client/Firm matters to ensure all billable time is accurately captured by transferring such billable time to a corresponding client matter.
• On the first workday of each month, after transferring billable time from non-client matters, generating draft invoices for each client and matter.
• Over the next 2-3 workdays, using the Firm’s timekeeping style guide to digitally review and markup (with copyedits) all time entries for client matters, so that time entries are consistent within and among multiple matters per client.
• Sending all marked-up invoices to management and legal staff for review no later than 3 workdays after the first of the month; following up to ensure these reviews are completed within 5 workdays.
• Making all corrections to the time and expense entries as provided by legal staff and management from their review; generating and sending final digital invoices to clients within 2 workdays of receiving management and attorney edits.
• As needed throughout the month, assisting with responses to client billing inquiries in a timely manner, promptly resolving billing issues, and collaboratively communicating with the Firm’s billing team in connection with these concerns.
• As needed throughout the month, updating information for clients’ Billing Contacts and/or Authorized Representatives within 2 workdays of receiving the data.
• During the last week of each month, generating and internally distributing accounts receivable aging report, and following up with clients with outstanding balances after review and conferral with management.
• Communicating with the Firm’s billing team about any accounts receivable issues.
• Providing input and suggestions to improve billing policies and procedures.
• Upon request, generating and sending invoices to third parties related to client projects.
• Assisting with the drafting and delivery of client-specific communications regarding rate increases and other billing updates.
• Helping track sales on the Firm’s educational website, PAnonprofitlaw.org, for reporting and evaluation purposes.

Requirements:

• Bachelor’s degree
• Intermediate to advanced skills in Microsoft Office 365 suite (especially Word and Excel)
• Relevant legal and/or nonprofit experience, especially with legal billing software, invoicing, or client management systems
• Accustomed to legal timekeeping practices and proficient at recording billable time, or eagerness and ability to learn
• Highly proficient proofreader and editor with superb attention to detail and quick turnaround
• Highly accurate with data entry tasks
• Excellent communication and interpersonal skills
• Skilled project manager (process-oriented and proactive problem-solver, who anticipates and quickly communicates issues)
• Flexible, adaptable, learns new systems quickly
• Positive, engaged, and upbeat personality; humble and kind
• Remains calm and alert, especially during stressful situations
• Thrives in a collaborative culture of service that supports learning and teamwork
• Legal billing and professional client services experience preferred
• Use of Clio (legal billing software) a plus

Studies have shown that women and people of color are less likely to apply to jobs if they do not meet every single qualification. If you are excited about this role but your past experience doesn’t align perfectly, we still encourage you to apply!

All interviews will be conducted virtually. Applicants progressing through the interview process take a skills test and sit for multiple interviews with our team. Background checks and screenings conducted according to relevant state and city laws are required after a candidate is selected.

Cheshire Law Group is a for-profit law firm that exclusively serves nonprofit organizations, meeting the unique legal needs of the nonprofit sector by providing high-quality, affordable legal services. The Firm is located in the Germantown neighborhood of Philadelphia in the historic Clarkson-Watson House, once headquarters of Thomas Jefferson and the U.S. Attorney General. The Firm was recognized by the Pennsylvania Bar Association as small law firm of the year in 2024, and the Firm’s founder, who is also the Firm’s Managing Attorney and Director of Operations, was named Outstanding Nonprofit Attorney of the Year in 2024 by the American Bar Association.

Cheshire Law Group is an Equal Opportunity Employer that provides opportunities to all employees and all applicants for employment. The Firm prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Learn more at www.cheshirenonprofitlaw.com. Be sure to check out our educational outreach website as well at www.PAnonprofitlaw.com.

Benefits:

• Remote/work-from-home option on a permanent basis, with some onsite/travel as needed from time to time
• A work culture that fosters connection and supports wellness
• Professional development support
• 10 paid holidays (3 of which are floating and employee's choice)
• 401(k) plan, with employer contribution
• 529 employer-sponsored plan
• Commuter benefits for public transportation

Level of Language Proficiency:

• English to meet the needs of the Firm's clients, the majority of whom speak English for business communications.