Billing Assistant - Audit & Compliance

Job Summary & Objectives

Under general supervision and working in conjunction with the Lead Billing Assistant, the Billing Assistant – Audit & Compliance is responsible for audit & documentation compliance, administering personal charges for legal and professional staff, monitoring various shared mailboxes, facilitating release of Timekeepers’ diaries from InTapp into 3E, and for assisting Billing Coordinators with billing related inquiries, proformas, invoice processing, data processing and related administrative duties.

Essential Job Duties & Responsibilities

• Monitor and action requests to facilitate release and conversion of timekeepers’ diaries in Intapp Time; ensure necessary approvals are received before actioning.

• Action requests to transfer, edit, revise timekeeper diaries in 3E

• Effectively communicate with timekeepers regarding firm diary policies.

• Route out-of-scope requests to the appropriate teams for actioning.

• Bill and pay personal charges for legal and professional staff; ensure completion of documentation and verification of coding when needed.

• Assist with internal audit of bill packets to ensure compliance with firm policy.

• Administer monthly invoice register checks and ensure ongoing progress.

• Assist Billing Coordinators with various requests, including pulling invoice copies and disbursement backup, performing proforma edits, creating and editing bill drafts, processing on account applications, processing write offs, processing finalized invoices and filing bill packages in compliance with policy.

• Assist with electronic client invoice submissions.

• Assist with updates of internal comments and coding regarding billable matters.

• Ensure incoming requests to shared mailboxes are being handled in a timely manner.

• Observe confidentiality of client and firm matters.

• Flexibility to work additional hours as needed

• Assist with special projects as needed

• Perform other duties as assigned

Education

Required

• High School diploma or GED equivalent required

Preferred

• BA preferred

Skills and Experience

Required

• Strong communication skills, both written and oral

• Ability to effectively present information verbally and in writing

• Ability to utilize computerized accounting and payables software programs such as 3E.

• Ability to work effectively independently, at times with minimal supervision in a fast-paced environment

• Must be able to work collaboratively in a team environment

• Proficiency in MS Office Suite and Excel

• Strong attention to detail

• Strong customer service skills

• Demonstrated analytical and problem solving skills

• Can organize, prioritize, plan and multi-task work activities, with the ability to effectively meet deadlines in a high pressure environment

• Ability to adapt to all work situations in order to achieve desired results

• Ability to use discretion with sensitive and confidential information

Preferred

• A minimum of 1-2 years billing, finance or accounting experience in a law firm environment

• Minimum 1 year experience with 3E or related applications

Physical Demands (required to perform essential job functions)

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

• Sitting: Remaining in the seated position, particularly for sustained periods of time

• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another

• Lifting: Raising objects from a lower to a higher position or moving objects horizontally

• Carrying: Transporting an object, usually holding it in the hands or arms, or on the shoulder

• Pulling/Pushing: Using upper extremities to exert steady force upon an object so that the object moves toward or away from the force

• Bending/Stooping/Kneeling/Crouching: Bending body downward and forward by bending legs and spine, or by bending legs at knees