Job Description

A California-based law firm is seeking a Legal Billing and Collections Specialist to join its Finance Department. This nonexempt position reports to the Chief Financial Officer and is based in the firm’s Oakland office.

ABOUT THE FIRM

The firm has a strong reputation in California as a trusted legal partner for high-profile, complex, and often sensitive transactional and litigation matters. Attorneys across multiple California offices work collaboratively to assist public agencies, private entities, and public-private partnerships in navigating a wide range of local, state, and federal legal frameworks. The firm’s work has received recognition from numerous legal publications and industry organizations, and its attorneys frequently handle precedent-setting matters in the California legal community.

ABOUT THE POSITION

The Legal Billing and Collections Specialist is responsible for full-cycle billing and collections and will work closely with attorneys, clients, and internal teams. The ideal candidate is proactive, self-directed, skilled at navigating ambiguity, and capable of independently driving tasks and projects to completion. Team members are expected to uphold high standards of quality, customer service, teamwork, and performance in a fast-paced environment.

ESSENTIAL FUNCTIONS

Responsibilities include, but are not limited to:

• Generate monthly pre-bills and verify correct billing rates before distributing them to billing attorneys

• Edit and finalize client invoices

• Prepare write-off request forms for approval when needed

• Collect, prepare, and attach expense backup documentation

• Mail, scan, or electronically submit final invoices to clients

• Process revised invoices upon attorney or client request

• Review client contracts for billing guidelines and maintain Excel tracking spreadsheets

• Update client budgets in the billing system

• Make corrections or adjustments to time entries in accordance with timekeeper requests

• Calculate and prepare annual rate increases for assigned clients

• Respond promptly to inquiries from internal and external stakeholders

• Prepare daily deposits and post cash receipts, including scanning checks and backup materials

• Assist team members with their assigned billing portfolios

• Manage and prioritize multiple projects simultaneously

• Work collaboratively, courteously, and efficiently with colleagues across the firm

• Perform well under pressure and meet deadlines while maintaining quality

• File client-matter documentation electronically and in the document-management system

• Collaborate with billing attorneys on collections and interact with clients regarding outstanding accounts

• Monitor and track accounts receivable to help achieve collection goals

• Perform additional duties as assigned

• Work overtime as needed

Management reserves the right to modify job responsibilities at any time.

QUALIFICATIONS

Required unless otherwise noted:

• Minimum of 3 years’ experience as a Legal Billing Specialist using billing software

• Strong technical proficiency, including MS Office (especially Excel), and the ability to leverage technology to improve workflow

• Ability to maintain high ethical standards and strict confidentiality

• Commitment to ongoing skill development

• Strong organizational skills with the ability to manage and prioritize multiple tasks under time and budget constraints

• Prior collections experience is a plus

• Strong written and verbal communication skills

• Excellent interpersonal skills with the ability to interact tactfully and professionally with attorneys, staff, and vendors

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