About Us: Rupp Pfalzgraf LLC is a fully integrated law firm providing comprehensive legal services at the intersection of business and law. The firm’s Finance department supports attorneys and clients across all practice groups by ensuring accurate, timely, and compliant billing practices that reflect client guidelines, firm policy, and a commitment to responsive service.
Role Summary: Rupp Pfalzgraf LLC is seeking an experienced Billing Manager to lead the firm’s billing function within its Finance department. Reporting to the Director of Finance, this working manager will oversee the end-to-end billing cycle, supervise the billing team, ensure accurate and timely invoicing across all practice groups, and maintain compliance with client guidelines and firm policy. The ideal candidate brings strong legal billing expertise, team leadership, electronic billing experience, and a process-improvement mindset in a fast-paced environment.
Key Responsibilities:
Billing Operations
- Manage the firm’s monthly billing cycle from prebill generation through final invoice submission, ensuring work is completed accurately and on schedule.
- Oversee high-volume billing across multiple practice groups and help ensure consistent service, coverage, and turnaround times.
- Handle complex billing matters, including electronic billing, LEDES submissions, discounts, alternative fee arrangements, split billing, write-offs, and billing adjustments.
- Serve as an escalation point for attorney, client, and internal billing questions, resolving issues in a timely and professional manner.
- Partner with Finance leadership and related teams to support billing accuracy, reporting, and overall revenue-cycle coordination.
Team Leadership, Reporting, & Process Improvement
- Supervise, mentor, and support the billing team and outsourced billing team, including workload coordination, training, feedback, and coverage planning.
- Maintain billing policies, procedures, and controls, and recommend improvements as client requirements and firm needs evolve.
- Monitor workflow, deadlines, productivity, and quality standards to identify opportunities to improve accuracy, efficiency, and cycle time.
- Support performance management, hiring, and onboarding activities in coordination with HR and Finance leadership.
- Prepare billing reports and trend updates for Finance leadership and maintain confidentiality when handling sensitive client and firm financial information.
- Perform other related duties as assigned to support the Finance department and firm operations.
Qualifications:
- Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred; equivalent combination of education and relevant legal billing experience will be considered.
- 10+ years of professional-services billing experience, preferably in a law firm, including supervisory or team-lead experience.
- Strong knowledge of complex legal billing and the full billing cycle in a high-volume, multi-practice environment.
- Hands-on experience with electronic billing platforms and LEDES formats, including managing rejections and appeals.
- Proficiency with a major legal billing/accounting system; ability to learn and master new systems quickly.
- Advanced Microsoft Excel skills and proficiency across the Microsoft Office/Office 365 suite.
- Excellent analytical, organizational, problem-solving, and communication skills, with the ability to work effectively with attorneys, staff, clients, and vendors.
- High level of integrity, sound judgment, and the ability to manage competing priorities under deadline.
Work Environment & Physical Requirements:
- This position is primarily performed in an office setting and involves extended periods of sitting, working at a computer, and communicating via phone and email, with or without reasonable accommodation.
- The role may require occasional standing, walking, and light lifting (e.g., files or office materials up to approximately 10–20 pounds), with or without reasonable accommodation.
- Ability to manage multiple tasks and priorities in a dynamic work environment, with or without reasonable accommodation.
Benefits: Our generous benefits package includes paid time off in addition to paid holidays, medical/dental/vision insurance, 401k with Firm contribution, potential for 401 profit sharing, short and long-term disability insurance, employee assistance program, ID protection insurance, employee/spouse/child insurance, and opportunity for a year-end performance bonus.
All qualified applicants will be afforded equal employment opportunities without discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or domestic violence victim status.
Pay: $80,000.00 - $95,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance
Education:
Experience:
- billing (professional services environment): 10 years (Required)
- managerial: 1 year (Required)
Ability to Commute:
- Buffalo, NY 14202 (Required)
Work Location: In person
