Billing & Accounts Receivable Assistant

Grant Herrmann Schwartz & Klinger LLP (www.ghsklaw.com) has an opportunity for a highly skilled and motivated Billing/AR Assistant to join the law firm. We are seeking a motivated professional to execute day-to-day billing and Accounts Receivable activities. If you are ready to make a significant impact and thrive in a fast-paced legal environment, we invite you to be part of our team.

ESTIMATED PAY RANGE:

$22-25/hour

POSITION SUMMARY:

The Billing & Accounts Receivable Assistant plays a crucial role in supporting the billing processes at our Firm and coordinating Accounts Receivable activities. This role collaborates closely with billing staff, legal staff, and clients to ensure timely and accurate invoices are created and sent, resolve billing discrepancies, and monitor and collect outstanding balances. This position requires strong organizational skills, attention to detail, and effective communication.

ESSENTIAL FUNCTIONS:

Billing

Provide support in generating accurate and timely invoices for legal services rendered.

Ensure invoices comply with client billing guidelines and legal regulations.

Sample additional processes:

o Verify all time and costs have been entered in the system

o Pull prebills & disseminate these to the respective Billing Party (partner/responsible)

o Edit and post bills timely

o Email bills to respective Billing party

o Report completion of Billing Cycle

o Unpost bills

o Address and resolve any billing discrepancies or inquiries from clients.

o Work closely with attorneys to ensure accurate representation of billable activities.

o Formatting bills

o Maintaining rate sheets

o Processing write-offs

Accounts Receivable:

Monitor and manage Accounts Receivable, tracking payments and outstanding balances.

Follow up on overdue payments and work to resolve payment issues, including reaching out directly to clients via phone and email.

Sample additional processes:

o Cash Receipts backup

o Post Cash Receipts on a daily basis & keep organized electronic records

o Check deposits

o Incoming wires

o Credit Card Payments

o Cash payments

o Accounts Receivable Aging

• Customizing reporting in Excel per partner
• Disseminate via Email to all Partners and copy Controller

General

Generate regular reports related to billing and Accounts Receivable.

Maintain organized and up-to-date records in the firm's systems.

Communicate effectively with others, for example with clients regarding billing inquiries, overdue payments, and updates.

Respond to billing inquires by reviewing bills, last bill paid, outstanding invoices, unbilled time, entries/expenses, etc.

Track Accounts Receivables and coordinate collection efforts with Partner or Associate in charge of delinquent accounts; coordinate collection efforts with Partner, Associate, or assistant, and/or Finance.

Follow GAAP in all processes and record keeping as well as follow NY/FL State Bar Accounting Procedures for Trust Accounting.

Provide assistance with special projects, as needed.

REQUIRED AND PREFERRED QUALIFICATIONS:

• Preferred Education: Bachelor’s degree
• Preferred Experience: 1-3 years of recent and related law firm billing experience

WORKPLACE LOCATION REQUIREMENTS

• Requires in-office work at the NYC office daily.

COMPETENCIES:

• Ownership Mindset: Is dependable and reliable and brings their best each day and to every task. Takes personal accountability for ensuring work gets done. Proactively addresses issues/open items without needing to be prompted by others; acts quickly to achieve results; sees tasks through to the end. Seeks to assist in areas outside of standard scope of responsibility.
• Quality of work & attention to detail: Delivers error-free work that fulfills the requirements of the assignment; assumes they are the last person that will review a document or email prior to sending; takes pride in their deliverables and ensures careless mistakes are not made.
• Organization & Productivity: Efficiently uses time; plans and prioritizes work effectively; works in an organized fashion; completes assignments in a timely manner and meets deadlines.
• Ethics and Compliance: Followsthe standards of Professional and Ethical Conduct at all times and conducts themselves with honesty and integrity in all interactions (both internal and external).
• Management of Expectations (both internal colleagues/attorneys and external clients): Makes clients – both internally and externally - the top priority while effectively managing expectations; listens carefully to needs and recommends appropriate services in response; keeps others informed and follows up to ensure satisfaction.
• Positivity, Optimism, Adaptability, Flexibility: Maintains a positive outlook; faces challenges with optimism; sees the possibilities in all situations. Contributes constructively by providing helpful, relevant ideas, even if the situation is challenging. Adapts to changing needs, conditions, and work responsibilities; and maintaining composure in stressful situations; open to different and new ways of doing things; willing to modify approach.
• Interpersonal Skills: Building constructive working relationships characterized by a high level of cooperation and mutual respect; communicating respectfully and listening to others while making an attempt to understand alternative viewpoints.
• Communication Skills: Demonstrates mastery of both written and verbal communications, delivering clear and organized thoughts. Is responsive to internal and external clients, providing timely and accurate responses that take the needs of the recipient into account.
• Technology: Excellent computer skills, including Microsoft Office Suite, strong information management skills, and the ability to learn new programs and skills as needed.

The firm offers a competitive salary commensurate with experience, along with great benefits such as 401k, medical, dental, and vision.

Grant Herrmann is an equal employment opportunity employer and considers all applicants without regard to race, color, religion, national origin, ancestry, citizenship, gender, pregnancy, age, physical or mental disability, genetic information, service in the uniformed services, or any other basis protected by federal, state or local law.

Job Type: Full-time

Pay: $22.00 - $28.76 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• New York, NY 10006: Relocate before starting work (Required)

Work Location: In person