Billing & Legal Assistant (full-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 full-time Billing & Legal Assistant in support of our Firm’s billing team and legal 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. We believe in resolving problems systemically, and we believe 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 more about our work at: https://www.cheshirenonprofitlaw.com/

Billing Assistant Responsibilities:

The Billing Assistant component of this position requires approximately 15 days total per month. Superb attention to detail and fast turnaround is required.

This role entails proofreading and 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 support the Firm’s Billing and Client Support Specialist by helping to resolve client billing questions and issues throughout the month as needed; generating an A/R Aging report and sending outstanding invoices at the end of the month (approximately 1 day).

The specific processes the Billing Assistant is responsible for entail:

• Entering Firm credit card client expenses each week and entering outside counsel/vendor client expenses by the end of each month so that these expenses are billed to clients promptly.
• On the first workday of each month, reviewing non-client/Firm matters to ensure all billable time is captured by transferring it to a client matter.
• On the first workday of each month, after transferring billable time from non-client matters, generating draft invoices.
• Over the next two to three (2-3) workdays, using the Firm’s timekeeping style guide to 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 marked-up invoices for review no later than three (3) workdays after the first of the month.
• Sending all invoices to management and select invoices to attorneys for review; following up to ensure these reviews are completed within five (5) workdays.
• Making all corrections to the time and expense entries; generating and sending final digital invoices to clients within two (2) days of receiving management and attorney edits.
• As needed throughout the month, supporting responses to client invoice inquiries in a timely manner and promptly resolving billing issues, collaborating and 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 two (2) workdays of receiving the data.
• During the last week of each month, generating and internally distributing an Accounts Receivable (A/R) Aging report; sending digital copies of unpaid invoices clients on the list after review and conferral with management.
• Communicating with the Firm’s billing team about any accounts payable and 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.
• Annually at the end of July, sending client-specific communications regarding rate increases (effective annually on September 1).

Legal Assitant Responsibilities:

The Legal Assistant component of this position requires approximately 5-8 days total per month. Superb attention to detail and fast turnaround is required.

The Legal Assistant provides support for all kinds of client matters and Firm projects. The Firm works on a variety of matters as outside general counsel for 400+ nonprofit organizations and support may include but is not limited to reviewing and editing a wide variety of documents including PowerPoint presentations, guide sheets, and all kinds of legal documents for the legal services and legal education team at Cheshire Law Group.

The specific tasks the Legal Assistant is responsible for entail:

• Organizing and labeling and filing documents in preparation for corporate transactions including dissolutions and mergers;
• Helping to prepare charts and visual aids
• Preparing business correspondence and handling preparation of forms and filing of the same
• Sourcing, culling, and compiling data into charts for legal review and analysis
• Monitoring legal and compliance issues; reading and disseminating relevant articles and CLE opportunities; staying apprised of changes to nonprofit law and updates relevant to Firm and/or clients
• Participating in the acquisition of new business by attending conferences and events
• Drafting client engagement letters and supporting the process of onboarding new clients
• Completing necessary onsite tasks, as needed, relating to attorney and Firm needs including indexing client documents required for the Firm’s organization systems
• Delivering client materials to the post office and overnight delivery services as needed throughout the work week
• Other projects as may be requested by the Managing Attorney and Director of Operations

Requirements:

• Bachelor’s degree
• Intermediate to advanced skills in Microsoft Office 365 suite (especially Word, Excel, and PowerPoint)
• Relevant legal and/or nonprofit experience
• Accustomed to legal timekeeping practices and proficient at recording billable time, or eagerness and ability to learn, a plus

Preferred Skills & Attributes

• Highly proficient proofreader and editor
• 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 services client experience a plus
• 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 check 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.

• • Remote/WFH option on a permanent basis, with some onsite/local travel as needed from time to time
  • A work culture that fosters connection & supports wellness
  • Professional development support
  • Significant PTO (up to 24 days/year per Firm policy), plus up to 10 paid holidays (3 of which are floating and employee's choice)
  • Industry-leading health insurance (includes vision) and dental insurance, plus a health reimbursement arrangement (HRA) that provides an allowance to help with premiums, prescriptions, and other costs not covered by insurance
  • Group Life and Disability Insurance
  • 401(k) Plan, with employer contribution
  • 529 Employer-Sponsored Plan
  • Commuter Benefits for public transportation

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