Accounts Payable Coordinator resume example

Implemented current billing processes and procedures, as well as, suggest and facilitate new processes and procedures, as needed, to increase efficiency. Provide training for current and/or newly implemented software systems and/or policies.

• Managed the billing process from inception of billing cycle (printing and distribution of pre-bills) through finalization and delivery (to client/e-vendors) of invoices.
• Work with other Billing Managers in rate research and implementation, in both the financial system and the clients’ e-billing vendor systems, to ensure consistency and accuracy. Must have strong knowledge of rate setup and a strong understanding of the impact of rate hierarchy.
• Update and maintain innovative knowledge of e-billing procedures especially with respect to implementation of and requirements for approval of new timekeepers, unique client rate structures and discount agreements, alternative fee arrangements, credit programs, specific cash applications, client billing guidelines, and reporting mechanisms.
• Work with the conflicts team, pricing team and the other Billing Managers to manage the new client set up process and developing processes and procedures to ensure the necessary information in engagement letters and outside counsel guidelines flow through to the time entry and billing modules. This will require strong team work skills.

Master financial systems (general ledger, time entry, billing/accounting/reporting software) to complete the following:

• Continuously review and assess current policies and procedures to identify opportunities to improve effectiveness, efficiencies, customer service, reporting and analytics, staff performance, etc.
• Respond to client, attorney and professional staff inquiries;
• Investigate and resolve problems, questions, and issues from all personnel as they relate to billing and accounting procedures;
• Ensure a high level of customer service when working directly with attorneys and external clients;
• Lead billing personnel with respect to rollouts of system additions, changes and enhancements, requiring interactive exchange with the Firm-wide Financial Systems management team;
• Improve accuracy and integrity of entries posted to billing system;
• Analyze and explain variances in monthly billing activity and budgets;
• Provide projections on monthly billing activity down to the partner/client level;
• Advise attorneys with respect to reduction of WIP and On Account balances;
• Collaborate with departments outside the Financial Systems realm, such as Marketing and Business Development, Practice Management, Pricing and Legal Project Management to develop interdepartmental processes for the integration of RFPs and engagement letters;
• Liaise with vendors to implement automated on-line billing or invoicing systems;
• Resolve problems arising with respect to improperly allocated cash
• Complete special projects arising on an ad hoc basis.

Supervisory Responsibilities

• Direct supervisory functions and responsibilities include implementation of Firm policies and applicable laws; interviewing and making recommendations for hiring, promotion, compensation and termination; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems with respect to the California Billing and Accounting staff.
• Must be a strong leader and example for the staff. Knowing when encouragement is called for and when guidance in a respectful manner is needed. Must react with calm and confidence during times of crisis and stress and impart this calmness to the staff.
• Must tactfully and professionally identify areas of improvement with well thought out solutions and knowing your audience when communicating these potential solutions.
• Continuously look for opportunities to train staff either ono-on-one or through firm offered training sessions. Must have the tact to point out a weakness of a staff member without discouraging that staff member.
• Stress accuracy by implementing better processes while not overreacting to errors which lead to losing the trust of the staff. We all make mistakes, but we all must learn from those mistakes.

Knowledge, Skills and Abilities

• Bachelor’s degree in Accounting, Finance, or equivalent and twelve (12) or more years related experience, with at least five (5) years of experience at a management level, preferably in a legal or professional services firm; or equivalent combination of education and experience. Strong supervisory experience and knowledge of the accounting and billing processes and reporting requirements used by a large national law firm are preferred.
• Computer proficient with extensive knowledge and understanding of database systems (Aderant-CMS) MS Word, MS PowerPoint, and Outlook preferred. Strong MS Excel skills essential as well as extensive knowledge of e-Billing processes with e-Billing Hub and client e-billing vendor system experience.
• Ability to assess current processes and identify, implement and manage process improvements recommendations.
• Excellent interpersonal, verbal, and written communication skills in order to interact and communicate with subordinates, provide instruction/direction/training, determine work priorities and coordinate the activities of a work team.
• Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information and maintain effective relationships with a diverse group of attorneys, clients, staff, and outside contacts acting as their liaison to the Finance department and their trusted advisor on all billing procedures.
• Possess a strong customer service mentality for both internal and external clients.
• Analytical skills requiring an aptitude for detail, precision, and logic with comprehensive knowledge of billing and accounting principles and practices in order to perform complex mathematical calculations and apply mathematical concepts when computing, reconciling balances, verifying numerical data, preparing various billing reports, providing back-up assistance and support in performing all aspects of accounting operations, and participating in preparation of the budget.
• Exhibit high degree of initiative in exercising independent judgment and making decisions in order to manage multiple priorities in a fast-paced, deadline-driven, detail-oriented work environment in addition to possessing a strong desire and capability to share your knowledge and experience with your team aiding in their professional growth.
• Ability to work overtime as needed in order to meet deadlines.
• Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 10 pounds.

Communications Administration • Ensure compliance with the requirements of all of the electronic billing systems the Firm currently uses, and effectively communicate those requirements to the appropriate Firm personnel • Manage the set-up of all new clients who are converting to an e-invoicing process or existing clients who are making modifications to their existing e-billing arrangement • Prepare documentation of all processes related to the electronic exchange of billing and other information between the Firm and clients • Evaluate the tools used to manage e-billing, including EBilling Hub, and implement process improvements to ensure the efficient and effective use of the system • Oversee client configuration and matter mapping on e-billing tools, including EBilling Hub, as part of the e-billing process • Assist in the preparation of routine analysis and reports to monitor the status of electronic invoices and support the delivery of regularly scheduled client reports • Work with the Billing Operations Manager, Client Billing Supervisors, and Client Billing Coordinators to avoid electronic submission issues • Address questions and issues that arise due to electronic billing from individuals across the Firm at all levels; serve as administrator for e-billing sites and update new user profiles • Budget, audit and monitor payment of the annual/monthly fees associated with the e-billing vendors • Oversee accrual process to ensure client accrual requests are completed on a timely basis • Work in cooperation with the Client Intake team to ensure that timekeepers and matters are approved and set up in various e-billing systems. Ensure that approved rates are entered and address rate discrepancies with the Client Intake team, Client Billing Coordinators and billing attorneys • Serve as administrator of PartnerSelect program for the Firm as relates to matter assignment on participating e-billing sites • Lead and coach the EBilling resolution/appeals team; contribute to staff annual review