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 part-time Billing Assistant in support our Firm’s billing processes as the volume of our invoices increases. The position requires approximately 15 days total per month with flexibility in terms of working hours. Superb attention to detail and fast turnaround required.

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:

Proofreading, coordinating internal attorney review of, editing, and send 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).

Perform invoicing services and support 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 captured by transferring it to a client matter.
• 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 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.
• Send marked-up invoices for review no later than three (3) workdays after the first of the month.
• Send all invoices to management and select invoices to attorneys for review; follow up to ensure these reviews are completed within five (5) workdays.
• Make all corrections to the time and expense entries; generate and send final digital invoices to clients within two (2) days of receiving management and attorney edits.
• As needed throughout the month, support responses to client invoice inquiries in a timely manner and promptly resolve billing issues, collaborating and communicating with the Firm’s billing team in connection with these concerns.
• As needed throughout the month, update information for clients’ Billing Contacts and/or Authorized Representatives 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 after review and conferral with management.
• Communicate with the Firm’s billing team 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 regarding rate increases (effective annually on September 1).

Skills & Experience Required:

• 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.
• 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

A work culture that fosters connection & supports wellness

Professional development support

Up to 10 paid holidays per Firm policy (3 of which are floating and employee's choice)

401(k) Plan, with employer contribution

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