Billing Collections Supervisor - Parsippany, NJ; Hartford, CT

Day Pitney, an AmLaw 200 law firm, is seeking a full-time Billing and Collections Supervisor with a minimum of five years' experience in a law firm billing department. This position reports to the Billing and Collections Manager. Also required are three years or more of staff supervision, strong problem solving and troubleshooting skills, experience with training and mentoring, exceptional customer service and interpersonal communications skills. This is a hands-on position whereby the Supervisor will also be responsible for managing several Billing Attorneys' WIP, AR and monthly billing and collections and will assist with coverage for team members and the Billing and Collections Manager in their absence. Other responsibilities include, but are not limited to:

  • Collaborate with the Billing & Collections Manager on departmental enhancements, training, mentoring initiatives and skills.
  • Ensure all policies and procedures are documented, maintained and understood by the Billing and Collections team.
  • Coach staff as needed to ensure monthly billing and collections goals are met.
  • Maintain open communications with staff, Billing Attorneys (BAs), Managers and Senior Management.

To successfully supervise and mentor the Billing & Collections Team, the Billing and Collections Supervisor will need to fully understand all aspects of the billing and collections software, policies and procedures and assume responsibility for several assigned BAs' client billing and collections. Those responsibilities include, but are not limited to:

  • Develop a working relationship with assigned BAs and Legal Admins to assist with managing the BA's inventory, including scheduling of monthly meetings.
  • Record meaningful communications with the BAs or clients in the Firm's Comments tracking system database.
  • Prepare client invoices for current month's prebills.
  • Write-off aged WIP and AR balances in accordance with Firm guidelines.
  • Review unapplied receipt and retainer balances and apply to outstanding A/R as appropriate.
  • Contact clients to collect outstanding balances and/or establish payment plans.
  • Prepare client billing accruals and payment histories, account reconciliations and obtain copies of supporting documents as needed.
  • Prepare and send monthly Statements of Account to clients with outstanding receivable balances.
  • Review Engagement Letters and Billing Agreements for matters opened for assigned BAs and ensure matter information is recorded appropriately.
  • Regularly document and maintain client and matter specific data to supply accurate billing instructions and guidelines during the billing process.
  • Proficient in electronic billing setup, processes and procedures.

Additional Operational Functions

  • Provide assistance with the Billing and Collections hotline and e-mail account.
  • Train new Attorneys, LA's, and other staff, as needed on Prebill Viewer software and billing processes.
  • Provide client or matter rate lists for review by the BAs.
  • Assist Cash Receipts department with inquiries regarding posting exceptions or unidentifiable payments.
  • Assist with client refunds in connection with overpayments, retainer balance returns and client credit card transactions.
  • Work on data clean-up projects as requested by Billing & Collections Manager.
  • Overtime is required for year-end billing and collection deadlines.
  • Knowledge of Finance Portal page reference documents.
  • Complete Vendor Supplier Forms as requested and submit to Billing & Collection Manager.
  • Maintain PAN Card documentation and send to clients requesting information.

Technology Skills

  • Proficient in the use of the Aderant time/billing system, Prebill Viewer, IBI, and other financial applications; thorough knowledge of bill groups, billing rates, time and disbursement edits, transfers, Aderant Quicklook input and inquiry screens, bill format options, etc.
  • Proficient in Excel basic functions and formulas, pivot tables and v-lookups; adherence to formatting standards.
  • Proficient in Microsoft Word, including creating and editing tables.

Client Service Skills

  • Prioritize and juggle multiple rush requests to meet month-end deadlines.
  • Excellent communication skills to present information clearly and concisely so the end-user understands the information or instructions and ask questions to clearly understand requests.
  • Excellent grammar, punctuation, and good composition abilities.
  • Organize and maintain working files.