Billing Specialist

Part-Time Billing & Collections Specialist (25–30 hours/week, $25/hour)

Astor Simovitch LLP, a growing family law firm, is seeking an experienced Billing & Collections Specialist to manage our timekeeping, billing, and collections processes on a part-time basis.

We are looking for someone who is detail-oriented, highly organized, tech-savvy, and comfortable working directly with clients about billing, payment plans, and collections while maintaining professionalism and empathy.

About the Role

The Billing & Collections Specialist is responsible for managing the firm’s processes and systems related to:

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  Timekeeping and review of attorney and staff time entries

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  Billing and invoice generation

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  Retainer/trust replenishment and monitoring

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  Accepting payments and processing refunds (with appropriate approval)

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  Managing accounts receivable and collections efforts

This is a non-exempt, part-time position of approximately 25–30 hours per week at $25/hour. The position reports directly to the Firm Administrator/Owner.

Key Responsibilities

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  Review the case management or time and billing system daily to ensure quality, accuracy, and timeliness of time entries; follow up with billers as needed.

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  Edit and proofread bills for grammar, clarity, and sentence structure, ensuring descriptions demonstrate progress and value to clients.

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  Generate pre-bills on a bi-weekly/monthly schedule and provide them to the Owner/Administrator for review and approval.

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  Prepare and send final invoices and statements to clients in accordance with firm policies and procedures.

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  Process client payments and manage retainer/trust accounts, auto-replenishment, and installment payments.

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  Monitor timeliness of payments, contact clients with late payments, and negotiate payment plans within firm guidelines.

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  Identify and escalate non-standard payment arrangements for approval by the Owner/Controller.

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  Oversee early-stage A/R collections and coordinate the case withdrawal process according to firm policy.

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  Work with clients to address billing questions and concerns, resolve issues, and preserve strong client relationships.

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  Coordinate with the merchant service provider and credit card companies to address disputes and chargebacks; issue refunds with Owner approval.

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  Maintain accurate records of costs advanced to clients, updating the case management and accounting systems.

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  Compile basic metrics on billing, collections, and accounts receivable as requested.

Traits We’re Looking For

We are a small, fast-growing firm and place a high value on attitude and work ethic. The right candidate:

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  Clio Manage experience a strong plus, but not required. 

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  Is detail-oriented, organized, and able to consistently follow systems and procedures.

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  Can multi-task, think on their feet, and make sound decisions.

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  Is comfortable with constructive feedback and committed to continuous improvement.

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  Communicates with clients and colleagues in a polite, professional, and empathetic manner—even when clients are stressed or emotional.

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  Is reliable, punctual, and able to focus on work during work hours without constant distraction.

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  Is a true team player who understands that how we work together internally affects our clients’ experience.

Qualifications

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  At least 2 years of experience in a professional services setting, preferably in a law firm, in billing, collections, or a similar role.

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  Strong grammar, proofreading, critical thinking, and business writing skills.

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  Proficiency with Excel and QuickBooks (or similar accounting software).

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  Comfortable working in multiple databases and case management systems; experience with law firm case management software is a plus.

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  Proficient with Microsoft Office (Word, Outlook, Excel).

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  Ability to maintain confidentiality and comply with applicable ethical rules, including not engaging in the unauthorized practice of law.

Schedule and Compensation

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  Status: Part-time, non-exempt

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  Hours: Approximately 25–30 hours per week (within regular business hours; some flexibility can be discussed)

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  Pay: $25/hour, paid bi-weekly

This is a remote position.