Hybrid Billing Assistant at The Bassett Firm

Description

Job Title: Billing Assistant 

Reports to: Director of Finance, Staff Accountant, and Director of Operations

Job Purpose Summary

Assist with the billing process and support the Director of Finance, Staff Accountant, Attorneys, and Administrative staff as required.

Appointment of Work

Work is assigned directly by the Director of Finance, the Staff Accountant, and to a lesser degree, the Director of Operations

Key Responsibilities and Accountabilities

· Client Billing

– Set up new cases in Orion via Client and/or Matter Intake process

– Run conflict checks and update conflict records when new parties are added

– Update billing guidelines and internal auditing spreadsheets with new case and client information

– Enter internal expenses, e.g., postage and copies into Orion

– Process Expense Reimbursements – reimbursement to employees and/or charges on the firm credit card

– Generate Client Invoice per guidelines after the ePrebill process has been completed. 

– Process the check requests submitted for case-related expenses

– Enter Client Payments made by ACH/Wire, checks and/or credit card into Orion. 

– Identify reductions on payments and review the client’s notice of reductions.

– Create a Dispute spreadsheet for timekeeper response and/or direct review by Management for next steps, Appeal or Write Off. 

– Handle onboarding of new eBilling sites

o Matter Maintenance and Budget if required

o Approved Timekeepers and Rates

– Close cases on Orion, update the closed case list, and update ShareFile folders. 

· Client Vendor Billing

– Receipt of vendor invoices sort/save as needed for approval process

– Sort “Approved” vendor invoices based on payment by the firm or direct payment by the client/carrier.

– Enter vendor invoices the firm is paying into Orion.

– Direct bill letters created and emailed with the vendor invoice and W9 for their direct payment to the vendor.

– Reconcile vendor account statements to ensure all outstanding invoices have been received and processed

– Contact clients and vendors when past due notices are received

– Update internal outstanding invoice tracking sheet

– Assist vendors with questions and issues they may have

– Train new timekeepers on the processing of vendor invoices and expense statements

· Director of Finance/Staff Accountant Support 

– Enter TBF invoices into Orion, update TBF Invoice tracking/reference document. 

– Access TBF (online access) accounts for billing and/or payment processing. 

– Reconcile company credit cards

– Run reports and create management charts and spreadsheets for management review

– Review aged A/R report to identify past due invoices

o Follow up with clients regarding payment

– File all pre-bills, payment details, credit card receipts, and expense statements

· Attorney/Paralegal Support 

– Correct timekeeper changes/ensure all time is entered by timekeepers prior to the billing cut-offs

– Keep a database of budgets required for eBilling sites

o Upload budgets to sites

o Remind attorneys when budgets are due

o Edit attorney’s budgets for accuracy

o Convert budget templates into Excel format

– Update internal budgets for attorneys in Orion as needed 

– When requested, give attorneys the total incurred amount

– Train new timekeepers on how to use Orion and the location of billing guidelines. 

– Alert timekeepers to changes in client guidelines

– Remind timekeepers of guidelines

· Internal Process Support

– Support the Finance Team by providing OOO coverage Job Title: Billing Assistant 

Reports to: Director of Finance/ Staff Accountant and Director of Administration

Job Purpose Summary

Assist with the billing process and support the Director of Finance/Staff Accountant, Attorneys and Administrative staff as required.

Appointment of Work

Work is assigned directly by Director of Finance/Staff Accountant and to a lesser degree, the Director of Administration

Key Responsibilities and Accountabilities

· Client Billing

– Set up new cases in Orion via Client and/or Matter Intake process

– Run conflict checks and update conflict records when new parties are added

– Update billing guidelines and internal auditing spreadsheets with new case and client information

– Enter internal expenses, e.g., postage and copies into Orion

– Process Expense Reimbursements – reimbursement to employees and/or charges on the firm credit card

– Generate Client Invoice per guidelines after the ePrebill process has been completed. 

– Process the check requests submitted for case related expenses

– Enter Client Payments made by ACH/Wire, checks and/or credit card into Orion. 

– Identify reductions on payments and review client’s notice of reductions.

o Create a Dispute spreadsheet for timekeeper response and/or direct review by Management for next steps, Appeal or Write Off. 

– Handle on-boarding of new eBilling sites

o Matter Maintenance and Budget if required

o Approved Timekeepers and Rates

– Close cases on Orion and update closed case list and update ShareFile folders. 

· Client Vendor Billing

– Receipt of vendor invoices sort/save as needed for approval process

– Sort “Approved” vendor invoices based on payment by the firm or direct payment by the client/carrier.

– Enter vendor invoices the firm is paying into Orion.

– *LA or Finance* Direct bill letters created and emailed with the vendor invoice and W9 for their direct payment to the vendor.

– Reconcile vendor account statements to ensure all outstanding invoices have been received and processed

o  Contact clients and vendors when past due notices are received

– Update internal outstanding invoice tracking sheet

– Assist vendors with questions and issues they may have

– Train new timekeepers on the processing of vendor invoices and expense statements

· Director of Finance/Staff Accountant Support 

– Enter TBF invoices into Orion, update TBF Invoice tracking/reference document. 

– Access TBF (online access) accounts for billing and/or payment processing. 

– Reconcile company credit cards

– Run reports and create management charts and spreadsheets for management review

– Review aged A/R report to identify past due invoices

o  Follow up with clients regarding payment

– File all pre-bills, payment details, credit card receipts and expense statements

· Attorney/Paralegal Support 

– Correct timekeeper changes / ensure all time is entered by timekeepers prior to the billing cut offs

– Keep a database of budgets required for eBilling sites

o  Upload budgets to sites

o  Remind attorneys when budgets are due

o  Edit attorney’s budgets for accuracy

o  Convert budget templates into Excel format

– Update internal budgets for attorneys in Orion as needed 

– When requested give attorneys total incurred amount

– Train new timekeepers on how to use Orion and location of billing guidelines. 

– Alert timekeepers to changes in client guidelines

–  Remind timekeepers of guidelines

–  

o  

· Internal Process Support

–  

– Support Finance Team by providing OOO coverage 

Requirements

Billing Assistant - Legal Firm

Join Our Team of Detail-Oriented Professionals

We're seeking a dedicated Billing Assistant who combines precision, quality, and methodical processes with the capability to master complex billing systems. This role offers the opportunity to become our specialized legal billing expert.

Reports to: Director of Finance, Staff Accountant, and Director of Operations

Key Responsibilities

Client Billing & System Management

• Master      Orion billing system for case setup, conflict checks, and invoice      generation
• Process      expense reimbursements and client payments across multiple channels
• Maintain      billing guidelines and manage eBilling site onboarding
• Analyze      payment reductions and create dispute tracking spreadsheets

Vendor Relations & Financial Processing

• Process      vendor invoices through approval workflows and reconcile statements
• Coordinate      firm payments vs. client direct billing arrangements
• Manage      TBF invoice processing and company credit card reconciliation
• Generate      management reports and monitor aged A/R for collections

Team Support & Training

• Support      attorneys with budget management for eBilling platforms
• Ensure      timekeeping compliance before billing cutoffs
• Train      team members on Orion system and billing guidelines
• Provide      technical support and real-time financial information

What We're Looking For

Craftsman + Technical Expert Qualities:

• Methodical      approach with strong commitment to accuracy and quality
• Analytical      problem-solving and ability to master specialized software
• Pride      in developing expertise and becoming the "go-to" billing expert
• Systematic      approach to training others on technical processes

Required Skills:

• Billing      software experience (Orion preferred, training provided)
• Advanced      Excel skills and comfort learning new platforms
• Professional      communication for client/vendor interactions
• Basic      accounting principles knowledge
• Legal      or professional services experience preferred

Why Join Us?

• Technical      Mastery: Develop deep expertise in legal billing systems
• Quality-Driven      Culture: We value precision and continuous improvement
• Professional      Growth: Cross-training opportunities and skill advancement
• Collaborative      Team: Work with finance, legal, and administrative professionals

Apply Now

Requirements: 

Cover letter explaining your approach to precision and technical work, and examples of systems you've mastered

Comprehensive resume 

Culture Index Survey completion: https://go.cultureindex.com/p/BjgAvHm9iVaeD

Supervisor references

30-day mandatory in-office training. Only top-performing candidates are considered.

Location: Dallas, TX 75219 (Hybrid remote after proven performance)