Client Accounting Specialist

Job Description Summary:

This position offers a hybrid work arrangement allowing you to work both from home and at your designated Fenwick office. The frequency of in-office work will be determined by business needs and guided by your department's directives. The work schedule for this position (non-exempt) will be 40 hours per week, Monday - Friday, from 9 am - 6 pm.

Job Description:

• Review Client and Matter set up (including rates, discounts, invoice formats and deferrals, etc.) to ensure adherence to engagement letters, billing guidelines, manage to attorney preferences and address any differences timely to provide accurate billing.
• Maintain documentation of all non-standard billing requirements. Update the Client and Matter Billing Instructions in Aderant, CET data base to ensure they remain current.
• Monitor work in progress to ensure all matters are billed per approved agreement and schedule, ensure necessary billing systems reflect current status.
• Produce, review and distribute prebills on a monthly basis and as needed for review by attorneys, coordinate with secretarial team to obtain prebills by monthly due date.
• Perform various billing functions as required to produce client invoices (edits, write downs, transfers, discounts, etc.). Audit all edits once pushed into Aderant (narrative and mathematical calculations), ensure calculations are correct and in accordance with special billing requirements prior to posting.
• Ensure client invoices are mailed or delivered timely in accordance with firm guidelines as well as any client guidelines.
• Manage attorney and client deadlines; estimate due dates as required for monthly accruals and/or closings and monthly billing due dates.
• Meet with billing attorneys on a regular basis to discuss new clients and matters, any special billing arrangements, aged WIP and aged Accounts Receivable or issues/disputes that require action.
• Actively monitor accounts receivable balances while upholding and maintaining the firm’s collection policies and procedures; escalate significant or delinquent balances to the attention of billing attorneys and management in timely manner, actively suggest collection strategies and monitor as necessary, maintain ARCS categories to reflect current client status.
• Maintain regular client contact to follow-up on aged billings, payments and/or promise to pay.
• Research and resolve client disputes timely. Engage attorney’s assistance as necessary to resolve issues promptly.
• To minimize financial risk exposure on aged accounts, develop and maintain collection strategies, negotiate payment arrangements and/or propose payment schedules as necessary with partner consent.
• Effectively utilize Aderant, ARCS, EIS, and other reports to assist with the collections process and reporting (including the Intranet).
• Work with Cash Receipts staff to research and resolve misapplied payments, unapplied cash/trust balances are kept to a minimum.
• Prepare write-off/write-down requests as necessary; ensure all proper approvals are received prior to processing adjustments.
• Assist attorneys, secretaries and clients with all billing and collections related questions and/or requests.
• Maintain client files and correspondence (iManage).
• Monitor billing hotline and time correction DTE alias on a rotational basis.
• Share system process enhancement ideas.
• Propose client support enhancement ideas to attorney/management (streamline efficiencies).
• Utilize LinkedIn Learning for increased growth in skills, software and/or industry.
• Perform other related duties as assigned.

Desired Skills & Qualifications

• Ability to handle complex accounts with limited assistance.
• Strong attention to detail, accuracy and organizational skills.
• Strong analytical and troubleshooting skills.
• Ability to use judgment to assess various courses of action and potential impact.
• Communicate effectively; both verbal and written with attorneys, staff professionals and clients.
• Supportive of business changes within the workplace.
• Ability to prioritize multiple tasks efficiently in a fast-paced, deadline-driven environment.
• Strong teamwork skills.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• We're a team that embraces AI and innovation as part of how we work. We're looking for people who are curious about new tools, willing to experiment, and open to evolving how they do their best work.

Reporting to the Client Accounting Manager, the ideal candidate will have 5+ years of legal billing experience with automated billing systems and an understanding of legal industry’s standard billing requirements. Experience with Aderant expert (previously CMS) and/or automated accounting systems required. Bachelor’s degree strongly preferred.

Benefits and Compensation Details:

At Fenwick, we believe that our partners and employees are our most important asset. Helping you and your families achieve and maintain good health - physical, emotional, and financial - is the reason we offer a comprehensive benefit program. We provide benefits to eligible employees under plans such as Healthcare, Life Insurance, Health Savings Accounts, Flexible Spending Accounts, and Wellbeing. Except as otherwise required by law, temporary employees are generally not entitled to these benefits.

The anticipated range for this position is:

Depending on the role, the actual base salary offered may depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.

A discretionary bonus for eligible employees may also be available based on performance. Additional information about employee eligibility for benefits and discretionary bonus will be made available upon request.