Client Account Specialist

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The Finance and Accounting Department has an opening for a Client Account Specialist. The role may work a hybrid schedule in Chicago, Denver, Houston, or Washington, DC offices or 100% virtual/remote in firm‑approved U.S. states as part of the “Gideon” office. The Client Account Specialist is responsible for managing account set up, billing, collection arrangements, inventory management for client portfolios. They develop strong collaborative relationships with attorneys throughout the invoicing and collections cycle, analyze inventory statistics, prepare supporting documentation, make recommendations, and work closely with management on training and mentoring billing team members.

• Establish, foster, and maintain professional and collaborative relationships with attorneys, staff, and clients to ensure compliance with both attorney and client specifications, managing all billing and collections processes from engagement to collections with tact, diplomacy, and effective negotiation skills.
• Primarily handle complex billing arrangements which may include client‑level billing and collections.
• Train and mentor billing specialists.
• Verify rates with the rate analysts, review, and implement outside counsel guidelines, monitor fee caps, tier discounts, and matter budgets; set up and monitor alerts; communicate with the firm’s Billing & Intake Committee regarding discounts, write‑downs, and write‑offs.
• Manage the prebill to the final bill process; ensure that billing attorneys receive accurate prebills and that they return their prebills in a timely manner; submit finalized bills/eBills in appropriate template format, adhere to attorney and client specifications, and confirm the final bills have been submitted to the client and are posted in the accounting system.
• Collaborate with eBilling Coordinators for new client account set‑ups with eBilling requirements; collaborate with Accounting Systems Administrator to update appropriate fields according to client billing guidelines; submit invoices electronically, take accountability for successful submission, and troubleshoot issues; proactively follow‑up regarding acceptance and timely payment of eBills.
• Communicate directly with clients as requested or as established, including follow‑up on collections and contacting clients as needed; concisely communicate arrangements with attorneys and clients on their matters; provide clients with requested information on any special billing and/or collection arrangements; respond to all inquiries related to the same.
• Respond to inquiries related to accruals, audits, and payment reports; recommend solutions based on billing trends related to realization; and prepare ad hoc reports upon request.
• Prepare effective monthly billing and collections forecasts for assigned portfolio(s). Maintain updated pre‑bill status report and collection projection tools; monitor billing and collection numbers daily.
• Monitor the unapplied cash report and offer resolutions when applicable and assist Accounts Receivable with accurate payment applications. Keep partners updated on available, unapplied and trust funds and apply funds when needed.
• Establish effective back‑up support processes (cross‑training and knowledge transfer) to ensure seamless support for all portfolio matters.

• Bachelor’s degree in accounting, finance or business discipline preferred or equivalent experience.
• Prior law firm billing experience required.
• Experience with Financial Management Systems software.
• Related experience performing complex accounting analysis utilizing advanced Excel and reporting skills.
• High level of business acumen and ability to multi‑task.
• Ability to assess pertinent information and anticipate needs and outcomes.
• Ability to prepare accurate, highly detailed work product and prioritize and manage time effectively.
• Talent for delivering exceptional client service through teamwork and an ability to work independently.
• Ability to exchange information and to present ideas, report facts and other information clearly and concisely.
• Strong initiative to proactively…