Billing Manager
Minneapolis, MN
Job Summary:
The Billing Manager oversees the firm's billing operations and supervises the Billing Coordinator team to ensure the accurate, timely, and compliant processing of client invoices. This role manages electronic billing, billing systems, reporting, and billing-related processes, while partnering with attorneys and administrative departments to resolve billing issues, maintain compliance with client requirements, and drive operational efficiency.
ESSENTIAL JOB FUNCTIONS (Including, but not limited to):
- Lead, supervise, and develop the Billing Coordinator team by assigning and prioritizing work, monitoring workload, providing ongoing training, implementing departmental processes and procedures, delivering ongoing and annual performance feedback, and coordinating appropriate staffing coverage.
- Respond to inquiries and requests submitted through the firm’s internal ticketing system, ensuring timely resolution and high-quality customer service.
- Oversee all aspects of electronic billing, including client and matter setup in internal and external systems, submission of rate and timekeeper approval requests, resolution of invoice rejections, handling appeals of rejected invoices and charges, monitoring and follow-up of outstanding invoices, and completion of client requests such as accruals, budgets, and billing status updates.
- Maintain client and matter data in billing related software to comply with Outside Counsel Guidelines (OCG), including billing and cost rate exceptions, required invoice data, task and activity codes, multi-payor setup, and coordination with the New Business Intake and Legal Assistant teams.
- Coordinate routine periodic and ad hoc client reporting related to billing statistics and payments.
- Support the implementation, testing, and administration of billing-related software applications and system enhancements.
- Participate in month-end and year-end close billing activities, including monthly proforma run, firmwide communication about time entry deadlines, annual rate reviews, and coordinating year-end billing deadlines.
- Review and update complex detailed billing reports, as requested by attorneys, for text editing, transfers of time, and/or disbursements. Partner with attorneys to prepare and distribute final billing invoices.
- Prepare, review, and process non-system client bills.
- Oversee the processing and completion of approved accounts receivable write-offs, ensuring timely processing and compliance with firm policies.
COMPETENCIES (KNOWLEDGE, SKILLS AND ABILITIES) REQUIRED:
- General understanding of basic accounting principles.
- Attention to detail and high degree of organization and accuracy in all work product.
- Ability to handle heavy workload, coordinate multiple tasks and work with a persistent sense of urgency.
- Ability to thrive in a fast paced, high-pressure work environment with tight deadlines
- Self-motivated and able to solve problems independently.
- Ability to efficiently work within a team environment.
- Dependable, accountable, and consistently demonstrating a strong work ethic with a professional demeanor in all interactions.
- Strong interpersonal relationships, communication skills, and ability to interact with all levels of the organization and external clients.
- Ability to be flexible in schedule and adaptable to constant change.
QUALIFICATIONS, REQUIRED:
- Three plus years of experience in billing or related accounting activities.
- Demonstrated knowledge and experience with third-party legal e-billing vendor sites.
- Intermediate or greater skill level using MS Office products (specifically, Excel and Word).
- Experience with Elite 3E or Aderant Expert/Sierra Software.
QUALIFICATIONS, PREFERRED:
- Four-year degree in accounting, or related business field.
- Five or more years of legal billing experience.
- Experience with Paperless Proforma, BillBlast/eBillingHub and Oddr.
- Experience managing people.
WORKING CONDITIONS:
- Requires use of office equipment, such as computers, phones, and copiers.
- Requires sitting and computer-related activities for extended periods of time.
- Requires occasional lifting up to and exceeding 20 pounds.
- Job duties may require time over 40 hours per week
SALARY & BENEFITS
Competitive base salary commensurate with experience: $100,000-$120,000 annually.
Posted salary ranges are made in good faith. Winthrop & Weinstine reserves the right to adjust ranges depending on the experience/qualifications of the selected candidate as well as internal and external equity.
Winthrop & Weinstine offers a comprehensive benefits package for all regular full-time employees including health insurance, paid parental leave, 401(k), disability, life insurance, paid time off, and voluntary benefits.
Equal Opportunity Employer
Winthrop & Weinstine is an equal opportunity employer. We do not discriminate on the basis of race, color, creed, religion, sex, national origin, physical or mental disability, age, veteran status, pregnancy, sexual orientation, genetic information, gender identity, or any other basis protected by state or federal law or local ordinance.
