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AI Summary
Manage the firm's timekeeping, billing, and collections processes, including invoice generation and trust account monitoring. Coordinate with clients regarding payments and payment plans while maintaining professional relationships.
Part-Time Billing & Collections Specialist (25–30 hours/week, $25/hour)
Astor Simovitch LLP, a growing family law firm, is seeking an experienced Billing & Collections Specialist to manage our timekeeping, billing, and collections processes on a part-time basis.
We are looking for someone who is detail-oriented, highly organized, tech-savvy, and comfortable working directly with clients about billing, payment plans, and collections while maintaining professionalism and empathy.
About the Role
The Billing & Collections Specialist is responsible for managing the firm’s processes and systems related to:
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Timekeeping and review of attorney and staff time entries
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Billing and invoice generation
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Retainer/trust replenishment and monitoring
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Accepting payments and processing refunds (with appropriate approval)
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Managing accounts receivable and collections efforts
This is a non-exempt, part-time position of approximately 25–30 hours per week at $25/hour. The position reports directly to the Firm Administrator/Owner.
Key Responsibilities
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Review the case management or time and billing system daily to ensure quality, accuracy, and timeliness of time entries; follow up with billers as needed.
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Edit and proofread bills for grammar, clarity, and sentence structure, ensuring descriptions demonstrate progress and value to clients.
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Generate pre-bills on a bi-weekly/monthly schedule and provide them to the Owner/Administrator for review and approval.
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Prepare and send final invoices and statements to clients in accordance with firm policies and procedures.
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Process client payments and manage retainer/trust accounts, auto-replenishment, and installment payments.
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Monitor timeliness of payments, contact clients with late payments, and negotiate payment plans within firm guidelines.
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Identify and escalate non-standard payment arrangements for approval by the Owner/Controller.
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Oversee early-stage A/R collections and coordinate the case withdrawal process according to firm policy.
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Work with clients to address billing questions and concerns, resolve issues, and preserve strong client relationships.
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Coordinate with the merchant service provider and credit card companies to address disputes and chargebacks; issue refunds with Owner approval.
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Maintain accurate records of costs advanced to clients, updating the case management and accounting systems.
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Compile basic metrics on billing, collections, and accounts receivable as requested.
Traits We’re Looking For
We are a small, fast-growing firm and place a high value on attitude and work ethic. The right candidate:
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Clio Manage experience a strong plus, but not required.
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Is detail-oriented, organized, and able to consistently follow systems and procedures.
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Can multi-task, think on their feet, and make sound decisions.
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Is comfortable with constructive feedback and committed to continuous improvement.
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Communicates with clients and colleagues in a polite, professional, and empathetic manner—even when clients are stressed or emotional.
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Is reliable, punctual, and able to focus on work during work hours without constant distraction.
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Is a true team player who understands that how we work together internally affects our clients’ experience.
Qualifications
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At least 2 years of experience in a professional services setting, preferably in a law firm, in billing, collections, or a similar role.
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Strong grammar, proofreading, critical thinking, and business writing skills.
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Proficiency with Excel and QuickBooks (or similar accounting software).
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Comfortable working in multiple databases and case management systems; experience with law firm case management software is a plus.
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Proficient with Microsoft Office (Word, Outlook, Excel).
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Ability to maintain confidentiality and comply with applicable ethical rules, including not engaging in the unauthorized practice of law.
Schedule and Compensation
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Status: Part-time, non-exempt
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Hours: Approximately 25–30 hours per week (within regular business hours; some flexibility can be discussed)
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Pay: $25/hour, paid bi-weekly
This is a remote position.
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