Client Account Specialist

The Client Account Specialist (CAS) is responsible for complete ownership of the billing and collections cycle for designated portfolios of client matters. The Client Account Specialist ensures proper and accurate client account set up for billing, ebilling, collection arrangements, and inventory management of assigned client portfolios.  The CAS also develops strong collaborative relationships with attorneys throughout the full cycle of client invoicing and collections and guarantees that client services and satisfaction are attained in all areas of the position.

JOB RESPONSIBILITIES

• Responsible for complete ownership of the billing and collections cycle for designated portfolios of client matters.  Establishes, fosters, and maintains professional and collaborative relationships with attorneys, business services personnel, and clients to ensure compliance with both attorney and client specifications; Manages all billing and collections processes from engagement to collections with tact, diplomacy, and effective negotiation skills.

• Reviews rates for accuracy, ensures fee arrangement is in line with the client’s outside counsel guidelines, monitors fee caps, tier discounts, accruals and matter budgets; escalates where potential issues might occur (delayed billings, exceeding fee cap, etc.).

• Manages proforma to final bill process; ensures that the Matter Supervising Partners (“MSP”) receive accurate proformas and that they return their proformas in a timely manner. Submits finalized bills/eBills in appropriate template format, adhering to attorney and client specifications.  Ensures final bills have been submitted to the client and are posted in the finance system.

• Collaborates with the eBilling Team regarding new client and matter eBilling set-ups.  Collaborates with Client Maintenance Team to update appropriate fields, according to client billing guidelines.  Submits invoices electronically, taking accountability for successful submission and troubleshooting issues.  Proactively follows up regarding acceptance and timely payment of eBills.

• Communicates directly with clients as requested or as established, including following up on eBilling collections and contacting clients as needed.  Concisely communicates arrangements with MSP’s and clients regarding their matters; provides clients with requested information on any special billing and or collection arrangements. Responds to all inquiries relating to same.

• Responds to inquiries relating to accruals, billing and payment information; Recommends solutions based on billing trends relating to realization; Prepares ad hoc reports upon request.

• Prepares effective monthly billing and collections forecasts for the assigned portfolio.

• Maintains updated proforma status report; ensures the system reflects the current status for all proformas

• Establishes effective back-up support processes (cross-training and knowledge transfer) to ensure seamless support for all portfolio matters; ensures adequate coverage when out of the office; communicates to co-workers and attorneys ahead of time; sets out-of-office messages.

• Participates in continuous improvement of processes for own portfolio and for the Client Account Specialist group as a whole; Offers constructive recommendations and solutions; Proposes streamlined processes; actively solves problems.

• All members of the firm are encouraged to participate in our Responsible Business program.

• Other duties as assigned.

QUALIFICATIONS

REQUIRED SKILLS

• Strong attention to detail.

• Excellent written and verbal communication skills.

• Ability to communicate effectively with lawyers, business services employees, and peers.

• Strong organizational and management skills and an ability to prioritize and complete simultaneous projects with minimal supervision.

• Experience working independently, within cross-functional teams, in a collaborative, professional environment.

• Ability to meet deadlines and work well under pressure.

• Ability to prepare accurate and detailed work product.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, EHUB and basic understanding of ebilling vendors (TyMetrix; CounselLink; BillingPoint; LegalTracker; Collaborati; Collaboration/Passport, etc).

• Basic math skills to perform billing and reporting tasks.

• Excellent critical thinking skills and problem-solving, in addition to performing the essential functions of the job.

• Ability to focus attention on a task for some length of time is needed to perform the essential functions of the job.