Client Accounting Assistant

Job Description Summary:

Fenwick is seeking a Client Accounting Assistant to provide support to the client billing function working closely with the Client Accounting Representatives and Secretarial teams to ensure all aspects of client and matter setup are accurately assessed based on engagement letters and new business forms. The Assistant will ensure all billing systems are configured to precisely reflect client billing requirements and play a key role in supporting both the firm’s financial operations and client relationship. This role offers flexibility, as it can be based in any of our U.S. office locations. Initially, the onboarding training period will necessitate frequent in-office days; however, following this period, it will transition to a hybrid arrangement, allowing to work both from home and your designated Fenwick office. The work schedule for this position (non-exempt) will be 40 hours per week, Monday - Friday, from 9 am - 6 pm.

Job Description:

• Review client and matter engagement letters, new business forms, and Outside Counsel Guidelines. Accurately summarize the applicable billing requirements and details, set-up and enter same details into various firm-wide applications and databases, including the Aderant Expert billing system.
• Ensure accurate client and/or matter billing setup in the Aderant Expert billing system in line with engagement letters or client billing requirements, including rates, discounts, task/action codes, special discounts, cost constraints, and deferrals, or any other requirements.
• Communicate any engagement and/or system discrepancies to the appropriate client accounting specialist. Obtain clarification to complete the setup in the Aderant Expert billing system and update the related database timely.
• Manage accurate client set up in Aderant Expert billing system which includes set up second reviewers and collaborators, task or matter code plans, and any other billing requirement.
• Manage and maintain Bill Group setup and changes.
• Assist with e-bill client onboarding, including requesting new matters, research, or request matter ID numbers, uploading new timekeepers, and annual rates through the final approval process, includes rejected rates through resubmission and final approval status.
• Manage the Associate Training accounts, ensuring hours do not exceed approved limits, generate reports, and manage timely matter closure requests as needed.
• Serve as the primary backup support for client cash application and adjustments.
• Support simple e-bill client submissions on various e-bill platform tools.
• Assist with reconciling/resolving rejections within client guidelines. If client account specialist support required to correct billing, engage promptly to obtain correct LEDES file, and resubmit timely.
• Provide accounts receivable support for low-dollar accounts if time permits.
• Perform other related duties as assigned.

Desired Skills and Qualifications

• Self-Starter, able to work independently and/or in a team environment with professionals at various levels while maintaining a positive and professional demeanor.
• Possess strong analytical and trouble shooting skills.
• Communicate effectively; both verbal and written with attorneys, secretaries, staff, and clients.
• Ability to handle confidential and sensitive information with the appropriate discretion.
• Ability to organize and prioritize multiple tasks in fast paced, deadline-driven environment.
• Attention to detail, proofread engagement letters and new business forms, strong follow-up skills, deliver accurate and thorough work product.
• Ability to use judgment to assess various courses of action and their potential impact.
• Must be able to successfully maintain and promote attorney and client relations
• Demonstrate flexibility, professionalism, diplomacy, and tact to accommodate changing needs of the business.
• Contributes to building a positive team spirit.

The ideal candidate will have 1-3 years of accounting experience and automated billing systems in a law firm or professional services environment. Bachelor’s degree in accounting/finance preferred.

#LI-Hybrid

Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the r