Billing Specialist - EBL Legal Placement & Performance

The Billing Specialist is responsible for managing our client’s firm processes and systems related to timekeeping, billing, retainer replenishment, accepting payments, and collections of accounts receivables. The Billing Specialist makes sure time entries demonstrate value, so clients pay their bills timely. The Billing Specialist also ensures bills are generated and mailed timely and works directly with clients to ensure bills and installment payments are on time and retainers are replenished, so the Firm (EBL Legal Client) always has sufficient cash to meet cash requirements, and the legal team works only for paying clients.

Reporting Relationship

The Billing Specialist works under the supervision of the Director of Business Operations. In the absence of the Director of Business Operations, the Billing Specialist reports directly to Legal Operations Manager

Authority

The Billing Specialist is expected to and has the authority to monitor attorneys’ and other staff’s billable time / productive time entries daily and to follow up with staff to ensure time is entered timely and correctly. The Billing Specialist also works directly with clients on billing, collections, and payment plans as long as they follow the Firm’s established policies and procedures and all laws and regulations, and the arrangements meet the Firm’s collections and financial goals. Questionable arrangements or payment plans need to be reviewed and approved by our client’s administration.

Non-attorney support staff are prohibited from practicing law by the ABA’s Rules of Professional Conduct and State Bar Association rules (USA). All work done by the Specialist must be in support of and under the direct supervision of an attorney. In dealing with clients and potential clients, the Specialist must be careful not to inadvertently slip into the unlawful practice of law. This would include answering client questions about what will happen in their case or recommending that a client undertake a certain course of action during their case.

Responsibilities

1. Reviews case management or time & billing system.

• Reviews the quality and timeliness of time entries. Contacts billers to ensure time is entered accurately.

• Edits bills to correct typos, grammar errors, and ensure proper sentence structure.

• Coordinates with billers to improve descriptions of activities to ensure the bills demonstrate progress and value.

• Coordinates with billers to resolve apparent errors where time is entered on the wrong matter or entries appear to be duplicated.

• Identifies time entries incorrectly designated as “non-billable” (or vice versa) and coordinates with the billers to draft proper billable time entries.

• Collects records of expenses of costs advanced to clients and updates the case management system and accounting system accordingly.

• Reports to Director/Owner regarding patterns of quality or timeliness and other training or performance issues.

2. Edits and approved pre-bills bi-weekly/monthly according with the Firm’s procedures

3. Processes payments in accordance with the Firm’s policies and schedules for accepting payments.

4. Manages the retainer/trust accounts and replenishments.

• Monitors timeliness of payments and contacts clients whose payments are not received timely.

• Accepts payments or negotiate payment plans or installment plans in accordance with Firm policies and procedures.

• Obtains approval from Director/Owner prior to committing the Firm to a non-standard agreement.

5. Oversees A/R collections and case withdrawal process.

• Advises Director/Owner of non-paying clients and have A/R older than one billing cycle.

• Initiates the first phase of A/R collections calls in accordance with Firm policies and procedures.

• Manage withdrawal process based on the Firm’s process and procedures

• Notify Legal Team when withdrawal from a case is necessary; gathers red rubberband files and updates case management system.

6. Works with clients to address questions and concerns related to billing and payment and provides customer service to resolve issues and save relationships.

7. Works with the client, Merchant Service Provider, and credit card company to resolve disputes and requests for “charge back” or refund. Issues refunds/discounts with the express approval of the Director/Owner.

8. Works with client to refund remaining retainer when case is completed.

Matrix of Tasks

Daily

• Communicate with clients – emails/phone calls

• Contact clients to obtain payment

• Process payments in client management system

Weekly

• Oversee the billing process: pre-bills, final bills, process replenishments and payments, contact non-paying clients, update case management and accounting systems

• Meet with legal team regarding clients’ financial situations

Monthly

• Review A/R and work with Director on collections efforts (payment plans, red rubberbands, case withdrawals)

Education and Experience

An associate’s degree is preferred.

• The Billing Specialist will have at least three years’ experience with billing and collections.

• Experience with legal billing and trust accounts is preferred.

• The Billing Specialist must be able to demonstrate proper grammar, proof-reading, critical thinking, and organization.

• The Billing Specialist will be organized and efficient, comfortable with various types of accounting software, and demonstrate proficiency with MS Office.

Key Performance Indicators

• 80% or higher of billing immediately gets absorbed by retainer transfers

• 90% or higher billed and collected rate monthly

• 100% of payments are processed timely; non-paying clients are contacted within 2 business days

WORKING HOURS & LOCATION — ESSENTIAL REQUIREMENT

The successful candidate must work from the EBL Legal office in Accra, approximately 2:00 p.m.–11:00 P.M. Ghana time, Monday through Friday, to align with international clients’ business hours. Consistent punctuality, attendance, and availability throughout the assigned schedule are essential conditions of the role. Please apply only if you can reliably meet this requirement.

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