Description:
Job Title: Billing Assistant
Reports to: Director of Finance, Staff Accountant, and Director of Operations

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

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

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

JOB PURPOSE SUMMARY

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

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.

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: