Billing Assistant at Chartwell Law in Remote

Apply Job Type Full-time Description The Billing Assistant provides administrative, analytical, reporting, and operational support to the Director of Billing & Compliance and the Billing Department. This role supports recurring billing and compliance processes, client and matter reporting, accounts receivable and reduction workflows, timekeeper administration, eBilling initiatives, and high-volume departmental projects. The ideal candidate is highly organized, analytical, detail-oriented, and proficient in Microsoft Excel. This position requires the ability to independently manage established processes, work with large volumes of data, identify discrepancies and exceptions, coordinate follow-up across multiple teams, and appropriately escalate matters requiring billing, compliance, or management review. Primary Job Duties include: Billing & Compliance Administration Assist with client and matter-level timekeeper approvals, tracking, documentation, and follow-up. Support client-specific billing requirements, conflicts, approvals, exceptions, and compliance processes. Identify discrepancies or exceptions requiring additional review. Accounts Receivable, Reductions & Appeals Execute and reconcile recurring AR and billing reduction reports, including established Power Automate processes. Track outstanding collection, reduction, write-off, and appeal activity and coordinate required follow-up. Review eBilling platforms for appeal results, update applicable systems, and escalate unresolved items. Prebill & Reporting Support Perform established preliminary prebill review processes and identify items requiring attorney, billing, or management review. Prepare and reconcile recurring client, matter-management, financial, and departmental reports. Utilize Excel, PivotTables, and other analytical tools to review and validate billing data. eBilling, Rate & Project Support Assist with eBilling implementations, client conversions, high-volume timekeeper setup, and mass data-entry projects. Research and reconcile client- and matter-specific billing rates for project-based or high-volume initiatives. Assist with data validation, system updates, client ID and rate-structure reviews, and other billing data-cleanup projects. Maintain project trackers and monitor outstanding actions through completion. Departmental Support Assist with recurring and ad hoc billing, compliance, reporting, and departmental projects. Coordinate routine follow-up among Billing, eBilling, Accounts Receivable, attorneys, management, and other departments. Maintain organized documentation, tracking files, procedures, and reference materials. Key Competencies: Communicating - Legal Professionals provide the information required by others in a concise, direct, and unambiguous way. They perceive how the message affects the receiver and strive to ensure that the receiver clearly understands the specifics and function of the message. Conflict Management - Legal Professionals address problems openly and objectively and bring substantial conflicts and disagreements into the open with the intention of resolving issues in an unemotional and constructive manner. Professionalism - Legal Professionals set high standards and serve as role models for work performance, ethical conduct, and respect for others. They consistently conduct themselves in a manner consistent with generally accepted moral principles and values and within the guidelines and best practices of their profession. Planning & Priority Setting - Legal Professionals identify priorities and develop detailed action plans that include objectives, accountabilities, time frames, standards, review stages, and contingencies. Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. This position may be designated as remote, hybrid, or fully in-office, depending on the needs of the role, office location, and Firm requirements. Requirements Strong Microsoft Excel skills, including PivotTables, filtering, sorting, formulas, data comparison, reconciliation, and manipulation of large datasets. Strong analytical and problem-solving skills with exceptional attention to detail and accuracy. Strong organizational and time-management skills with the ability to manage multiple recurring deadlines and projects. Ability to independently execute established processes, track outstanding items, and consistently follow through. Strong written and verbal communication skills and ability to work effectively across multiple departments. Comfortable learning and working in multiple financial, billing, eBilling, and client systems. Experience in legal billing, professional services billing, accounting, accounts receivable, finance, or a related administrative/analytical role preferred. Law firm or professional services experience preferred.Familiarity with eBilling platforms, legal billing systems, automated workflows, or electronic invoice processing is beneficial. Experience with Aderant Expert, BillBlast, AppShell, Power Automate, or similar applications is beneficial but not required. Experience preparing, reconciling, or analyzing financial and operational reports strongly preferred. #LI-Remote