Billing and Client Support Specialist

Perform invoicing services and client billing communications for the Firm:

• Enter Firm credit card client expenses each week and enter 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, review non-client/Firm matters to ensure all billable time is transferred to a client matter to ensure all billable time is captured.
• On the first workday of each month after transferring billable time from non-client matters, generate draft invoices.
• Over the next two to three (2-3) workdays, use the Firm’s 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.
• Scan marked-up invoices for management’s review (i.e., review by the Firm’s Operations Specialist and Managing Attorney) no later than three (3) workdays after the first of the month.
• After management review,
• Make all corrections to the time and expense entries as noted within two (2) workdays.
• Send select invoices to attorneys for additional input as noted and follow up with attorneys to ensure these additional reviews are completed within two (2) workdays.
• Generate final invoices and send digital invoices to clients within two (2) days of receiving attorney edits.
• As needed throughout the month, respond to client invoice inquiries in a timely manner (within 1 business day) and promptly resolve billing issues, collaborating with and communicating with the Firm’s billing team in connection with these concerns.
• As needed throughout the month, update information for Billing Contact and/or Authorized Representatives from the clients or the Firm’s attorneys within two (2) workdays of receiving the data.
• During the last week of each month, generate and internally distribute an Accounts Receivable (A/R) Aging report; send digital copies of unpaid invoices clients on the list.
• Communicate with the Operations Specialist and Bookkeeper about any accounts payable and accounts receivable issues.
• Provide input and suggestions to improve billing policies and procedures.
• Upon request, generate and send invoices to third parties related to client projects.
• Annually at the end of July, send client-specific communications via MailChimp e-blast regarding rate increases (effective annually on September 1).
• Update monthly collection reports on a monthly basis.
• Send all collections notices, and handle all other processes and communications related to collections and the establishment of payment plans.
• Monitor and ensure the Firm’s compliance with IOLTA rules in collaboration with the Firm’s Bookkeeper.
• Provide budgets for client matters as needed and for review by the Firm’s Managing Attorney and others on the legal team.
• Support the Firm’s Operations Specialist and Managing Attorney with data analysis, producing reports, and streamlining the Firm’s billing and collection processes.

SKILLS & EXPERIENCE REQUIRED

• Legal billing & professional services client experience.
• Highly proficient proofreader and editor.
• Skilled project manager (process-oriented and proactive problem-solver, who anticipates and quickly communicates issues).
• Excellent communication and interpersonal skills.
• Flexible; adaptable; learns new systems quickly.
• Positive, upbeat personality.
• Use of Clio and/or Caret (legal billing software) a plus.

check and screenings conducted according to relevant state and city laws are required after a candidate is selected. All interviews will be conducted virtually.

We value all candidates and appreciate the interest in our open opportunity and the Firm’s mission; however, at this time, we are only able to reach out to those candidates that most closely match our requirements. Please be sure to apply online to allow us to review your resume. Phone calls and direct messages are discouraged as it can slow down our application process.

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. We are fully committed to the importance of diversity in the legal profession.

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. We seek systemic solutions and have long-term relationships with many of our clients. Nonprofit organizations of all types and sizes benefit from our role as "on call" general counsel, fulfilling all nonprofit corporation legal needs including crisis management and repositioning. 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.

Cheshire Law Group is certified as a Woman-Owned Small Business (WOSB) by the Women’s Business Enterprise National Council (WBENC).

• Remote/WFH option available, with some onsite/local travel as needed from time to time
• Health Insurance (includes Vision) and Dental Insurance
• Group Life and Disability Insurance
• 401(k) Plan, with employer contribution
• 529 Employer-Sponsored Plan
• Commuter Benefits for public transportation