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Billing Specialist & Administrative

National Law Firm Position Summary/Overview: Under the direction of the Co-Head of the New York Office, the Administrative Assistant will be responsible for working administrative tasks in accordance with established firm and client policies and procedures. This full-time position also involves working closely with the Executive Assistant providing support with various responsibilities such as, but not limited to, filing, preparing client billing, expense reports and Intake Forms. Illustrative Administrative Duties or Responsibilities Support Managing Partner with the following responsibilities • Answer telephones for Partner as well as others in the section in a professional manner; take messages and forward calls to appropriate parties. • Prepare monthly expense reports using Excel. • Creating Jackets and Folders for storage with the Records Department. • Preparing and Submitting Client/Matter Intakes for Records. • From handwritten notes, transcribing equipment, drafts or oral instructions, perform word processing on a variety of correspondence, reports, memoranda and legal documents as requested. • Operate office equipment such as printers, facsimile machines, photocopying machines and pdf scanners. Ensure they are available for use (e.g. filled with paper, etc.). • Maintain skills necessary to function effectively and meet all expectations of the role, including the basic functions of core technology tools. • Assist Partner and Executive Assistant with organizational matters. • Assist Partner and Executive Assistant with calendar, scheduling and travel. • Perform administrative and secretarial projects as time permits, on an ad-hoc basis. Illustrative Client Billing Duties or Requirements: Billing (Work in Progress) • Prepare prebills as requested. • Review prebills and make the following corrections or edits to the underlying Ø Client & Matter information. Ø Ensure that client names and attorney names are consistent throughout. Ø Ensure that all words are properly spelled. Ø Ensure that there are no duplicate time entries. Ø Ensure rate accuracy. Ø Ensure consistency and accuracy among phases and tasks codes, if applicable. Ø Request client’s reference number from Partner’s Assistant for e-billing purposes • Review and make all prebill edits and corrections. • Prepare write-off memoranda as required • Prepare cover letters for billsand final bills using appropriate formats. • Review complete billing package and deliver to Partner for final review and written sign off on Billing Time Summary (BTS). • Final bill mailing/e-bill submission and file BTS. • Submit accrual information for e-billing clients • Maintain and submit rates to the appropriate vendors for e-billing • Maintain billing File Site folders, which detail client and billing requirements. • Prepare Billing Waivers as needed. • Maintain billing files in an orderly manner. • Respond to billing inquiries from clients. • Prepare monthly billing estimates for clients. • Perform fee and billing analysis as needed. Qualifications Skills, Knowledge andAbilities (including physical abilities): • A minimum of two years of legal billing and administrative experience is required. • College degree is a plus. o Thorough knowledge of computerized billing applications in a networked client-server environment required. • Knowledge of Word, Excel, and preferably CMS (Aderant) Billing Software. o Working knowledge of electronic billing vendor systems and LEDES electronic billing • Ability to work independently and identify billing issues for management follow-up and resolution. • Ability to maintain professional relationships with all levels of firm personnel. • Ability to multi-task and work in a fast paced environment and establish priorities. • Solid written and verbal communication skills. • Solid organizational and follow-up skills. • Ability to work as an integral member of the Billing Team, Legal Secretaries, Executive Assistants, and Attorneys. Up to $65K

Wyoming, United States