Billing Assistant

Zuckerman Spaeder LLP, a premier litigation law firm with offices in Washington, DC, Baltimore, MD, New York, NY, and Tampa, FL, is seeking a Billing Assistant for its Washington, DC office. We represent clients in high-stakes civil and criminal litigation, government investigations, and complex regulatory matters.

The Billing Assistant plays a key role in preparing client invoices, utilizing billing software to process pre-bills and final bills, and tracking time entries, expenses, and disbursements. The successful candidate will be highly motivated, and detail-oriented and committed to accuracy. 

Essential Duties and Responsibilities:

• Prepare client invoices and accurately post them in the accounting system. 
• Perform invoicing updates, time entry edits, write offs, fee and expense transfers, and other changes as instructed, in   accordance with Firm policy.
• Maintain client invoicing files, ensuring all documentation is accurate and up to date.
• Generate client invoices in the specified format (i.e. PDF, email, LEDES file).
• Assist Billing Supervisor with accrual and budget requests in various electronic billing applications, electronic billing enrollment and onboarding. 
• Provide documentation of expenses upon request.
• Assist with monthly and year-end accounting period closing activities as required.
• Deliver comprehensive firm docketing and calendar support, including monitoring deadlines, entering key dates, and ensuring   timely reminders and compliance with court and procedural requirements.
• Support special projects on various issues as required.
• Perform other duties as assigned.

FLSA Status  

This is a Non-Exempt position under the Fair Labor Standards Act (FLSA) guidelines. Standard Full-Time Work Hours: Monday through Friday, 9:00am to 5:30pm (in-office*), with occasional overtime hours as needed to meet job requirements. 

Compensation

For candidates meeting the requirements, the expected base salary is $55,000 to $65,000. The range provided is the salary that Zuckerman Spaeder LLP in good faith believes at the time of this positing that it is willing to pay for the advertised position. The exact compensation will be determined based on individual candidate experience, qualifications, and location. Our benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.  

*This position requires on-site work for the first 90 days of employment. 

• A minimum of two years of experience in a law firm or professional services environment is required. A college degree may be substituted for the experience requirement. Prior law firm or role-related professional experience is preferred.
• Strong attention to detail with excellent organizational, analytical and problem-solving skills. 
• Excellent written and verbal communication, organizational, and follow-up skills with the ability to engage effectively with personnel at all levels.
• Outstanding interpersonal skills, with the ability to work effectively both independently and as part of a team. 
• Must possess excellent customer service skills and be able to organize and efficiently process work. Must be detail-oriented and demonstrate a commitment to accuracy and thoroughness. 
• *Upon successfully completing 90-days of employment with the Firm, employees are eligible for a hybrid, flexible work schedule with a 60% in-office requirement, with the remaining time eligible for remote work, subject to business needs.     

Supervisory Responsibilities
This job has no supervisory responsibilities.

Software Requirements
The candidate must be proficient in professional software, including Microsoft Word, Microsoft Excel, Microsoft Office, and Windows applications.   Prior experience with law firm accounting systems is preferred. 

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed are representative of the knowledge, skills, and abilities required. 

Language Skills
Ability to read and comprehend instructions, correspondence, memos and so forth. Ability to effectively communicate verbally, and in writing, with all levels of firm personnel and/or firm clients.  

Mathematical Skills
Strong mathematical and analytical skills, with the ability to manage financial data and reports.  Proficient in manipulating data and formulas in Excel. 

Reasoning Ability
The candidate must possess problem solving skills and strong financial analytical ability. 

Physical Demands
The physical demands described herein are representative of those required   to perform the essential functions of this position.  This role is primarily sedentary and requires the ability to sit for extended periods, use a computer and other office equipment, and communicate clearly in person and by phone. Occasional walking, reaching, or lifting of up to 5 pounds may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Work Environment
The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. 

The role is based in a state-of-the-art, newly constructed professional office in Washington, D.C. The noise level in the work environment is usually low to moderate and typical of a professional office setting.