Senior Client Accounts Specialist

Chapman and Cutler LLP is seeking a motivated Senior Client Accounts Specialist to join the Financial Management Department in our Chicago office. The Senior Client Accounts Specialist oversees the life cycle of the billing and collections cycle for designated portfolios of client matters. The Client Account Specialist ensures proper and accurate client account set up for billing, collection arrangements, and inventory management of assigned client portfolios. The Senior Client Accounts Specialist supports complex billing for clients and practices and acts as a mentor and advisor for other members of the Client Accounting team. Additionally, the Senior Client Account Specialist develops strong collaborative relationships with attorneys throughout the full cycle of the client invoicing process and strives to provide exceptional client service and support in all areas of the role. The position requires an in-office presence in the Chicago office but includes flexibility for some remote work.

The day-to-day responsibilities of the Senior Client Accounts Specialist will include:

• Responsible for ownership of the billing and collections cycle for designated portfolios of client matters. Establishes, fosters, and maintains professional and collaborative relationships with attorneys, business team personnel, and clients to ensure compliance with both attorney and client specifications.
• Reviews rates for accuracy, ensures fee arrangement is in line with the client's outside counsel guidelines, monitors fee caps, tier discounts and matter budgets; escalates where potential issues might occur (delayed billings, exceeding fee cap, etc.).
• Manages prebill to final bill process; ensures that the Matter Billing Partners (MBP) receive accurate prebills and that they return their prebills in a timely manner. Prepares and submits finalized bills/eBills in appropriate template format, adhering to attorney and client specifications. Ensures final bills have been submitted to the client and are posted in the finance system.
• Ensures disbursements are properly documented and included on invoices and facilitates write downs/offs and time transfers per the firm's governance policies/processes.
• Familiarity with all e-billing platforms, and a solid understanding of electronic billing processes related to managing inventory, which includes the following:
  • Reviewing and verifying billing data for accuracy and ensuring compliance with the client's policies and requirements; attention to detail.
  • Addressing and resolving any issue, rejection or discrepancy for electronically submitted invoices.
• Conducts training for the billing team on any new functionality, policies or changes requests by the firm, practice or clients.
• Initiates and facilitates regular meetings with Partners on their inventory, provides an overview of aging by client/matter for billing partners portfolios.
• Provides proactive feedback on billing/eBilling issues, makes suggestions on improvements and provides guidance on complex billing situations.
• Monitors invoices for approval and / or payment and keep attorneys updated as to the status including contacting the client when necessary.
• Concisely communicates arrangements with MBPs and clients regarding their matters; provides clients with requested information on any special billing and or collection arrangements. Responds to all inquiries relating to same.
• Responds to inquiries relating to accruals, billing and payment information; Recommends solutions based on billing trends relating to realization; Prepares ad hoc reports upon request.
• Prepares effective monthly billing and collections forecasts for assigned portfolio.
• Maintains updated prebill status report; ensures the system reflects the current status for all prebills
• Establishes effective back-up support processes (cross-training and knowledge transfer) to ensure seamless support for all portfolio matters; ensures adequate coverage when out of the office or after hours; communicates to co-workers and attorneys ahead of time; sets out-of-office messages.
• Participates in continuous improvement of processes for own portfolio and for the Client Account Specialist group as a whole; Offers constructive recommendations and solutions; Proposes streamlined processes; actively solves problems.
• Performs other duties as assigned.

Minimum Qualifications:

• Bachelor's degree required, Accounting, Finance or Business degree preferred.
• Minimum five (5) years dedicated specialized billing, collections or account management experience.
• Law firm or professional services background preferred.
• Experience with Aderant preferred.
• Hands-on experience performing complex accounting analysis.
• Strong attention to detail.
• Excellent written and verbal communication skills.
• High level of business acumen and ability to organize time, prioritize workload effectively, and work independently.
• Talent for delivering client service through teamwork and strong ability to communicate effectively with lawyers, business team employees, and peers.
• Experience working independently, within cross-functional teams, in a collaborative, professional environment.
• Ability to assess pertinent information, anticipate issues and outcomes, and make effective decisions.
• Ability to exchange information, present ideas, prepare accurate and detailed work product, and report in a clear and concise manner.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Basic math skills to perform billing and reporting tasks.
• Excellent critical thinking skills and problem solving is necessary to perform the essential functions of the job.
• Ability to focus attention on a task for some length of time is needed to perform the essential functions of the job.
• Ability to use reasoning consistently to come to a conclusion is needed to perform the essential functions of the job.
• Committed to following all Firm security protocols and maintaining information security.

In accordance with the Illinois Pay Transparency Law, the expected salary range for this Illinois position is between $74,000 to $117,000.

To apply, please submit a cover letter and resume. All applicants will be considered; however, the hiring decision will be made based on qualifications for the position.

Chapman and Cutler LLP is an Equal Opportunity Employer M/F/D/V/SO.