Legal Billing Specialist
Hegwood Law Group
Webster, TX US
Posted ago
Hegwood Law Group

Part Time (Full Time in the future)

This will probably be the longest, most honest and detailed, employment ad you will ever read. We put a lot of time and thought into hiring because we take welcoming a new employee to our team very seriously. We want to be completely transparent about who we are and what we expect so we do not waste your time coming in for an interview if you know deep down that you are not up to performing the responsibilities of the position or are not a good culture fit.

If you are up for a challenging job that is as demanding as it is rewarding, please continue reading the rest of this ad and if you are up to the challenge we look forward to seeing your Resume and Cover Letter.

We are a small law firm in Clear Lake area of Houston, Texas with four attorneys and eleven support staff. We primarily handle estate planning, elder law, probate, guardianship, and special needs.

We have a highly respected firm and a reputation of really caring about our clients. We are looking for an experienced Billing Clerk who is great at interacting with clients.

What does our Billing Clerk do?

Our Billing Clerk is an integral member of our team who is responsible for managing the firm’s billing process, retainer replenishment process and A/R collections.

What are some characteristics that a Billing Clerk should have?

You must be a positive person! If you see the glass as half full and approach any challenges that arise as an opportunity to excel, you will fit right in. Our office does not do well with toxic or negative attitudes, whiners, complainers or victims, and you definitely will not fit in if you even think that you may fit into one of the above categories of negative people.

We are a rapidly-growing firm that is committed to continual improvement. That means you must be comfortable with change and committed to your own personal growth, the growth of the team, and of the firm.

You must be competent and proficient in the use of client management systems, at a minimum. You must also be willing to take pride in your work and be accountable for the duties assigned under your responsibility.

If you are familiar with MyCase that is a plus. We prefer people who are not afraid of computers or learning new things that will make their jobs easier.

If you lose stuff, are not organized, and get easily distracted, please DO NOT apply.

You MUST be able to multi-task. You must be able to think on your feet and make smart decisions. If you can’t multi-task or think on your feet, please DO NOT apply, as you will be wasting your time as well as ours. We are slow to hire but quick to fire. If you do your job in a competent, positive manner there is nothing to be concerned about.

You must have a thick skin; you cannot be someone who does not take constructive criticism well or cannot deal well with people.

To be perfectly honest we expect you to give us 100% when you are at work.

You owe it to yourself and to us to do the best job that you can.

If you do not put forth the effort needed to do your job right the first time, we will let you know about it in a constructive manner. If your effort level does not change after it is brought to your attention in a reasonable amount of time, you will no longer be working for our firm.

Additionally, our clients come to us for help at some of the worst times in their lives. That may mean they do not always interact with us when they are at their best. If you can’t be empathetic and understanding of this, and still treat them with respect, professionalism and care, this is not the job for you.

You also need to be detail-oriented and willing to go the extra mile to get the job done right the first time. In our practice getting it done right the first time for our clients is very important and we need everyone to work with this goal in mind. If this seems too much to ask of you, DO NOT apply for this job.

If you are lazy, don’t show up to work on time, take a ton of coffee, cigarette, or other breaks during the work day, this job is not for you. If you love to surf the internet, IM or chat on the phone this is not the job for you.

If you are one of those people who constantly gets sick on Thursday nights or Sunday nights and cannot come to work on Friday or Monday, this really is not the job for you. Don’t misinterpret this. We realize that everyone gets sick at times, but we also know there are people out there who get sick when it is convenient (like when they want a long weekend). If this is you, please do not apply for this position, because if we hire you it would not be fair to the rest of our team and your employment with us would end very quickly.

You must be a team player. You will be working with other team members to deliver an outstanding experience for our clients. You must respect and appreciate that how we work together internally has a direct impact on how we are perceived externally by our clients. We are strong believers in the team approach and supporting one another, so if you prefer to work independently and can’t play nicely with others, look for employment elsewhere.

You need to be able to communicate with people in a manner that is polite, educated, and puts them at ease.

You cannot talk down to anyone that you deal with inside or outside of our office.

You should not be a person who gets angry quickly or blows their stack if someone says something you do not like.

You need to have compassion when dealing with our clients.

Most importantly, you need to be able to listen to our clients and negotiate payment arrangements in a professional and respectful manner. If you cannot listen, understand, evaluate and negotiate with someone, this is not the job for you.

You MUST be able to handle working with several different databases of information. If you aren’t 100% confident managing data and people, you are not the right person for this job. As a Billing Clerk, you should have the ability to learn how to utilize our Case Management Software and other systems in the office.

At times, you will also need to know how to figure things out on your own and be able to apply your self-reliance and problem-solving skills. Additionally, if you are above making a pot of coffee, taking the trash out, or helping out in another area of the office, this is not the job for you.

Our office is open Monday - Friday from 8:30 a.m. to 5:30 p.m. You are expected to be here during those hours, with the exception of 1 hour for lunch, a morning break for 15 minutes and an afternoon break for 15 minutes. If you think you can eat at your desk and leave early each day, this is not the job for you.

To put it simply, we want you to earn what we are paying you. We don’t want to pay you to socialize, surf the internet, e-mail friends and family, or any other non-work-related activities well you are in the office. This does not mean that our office is not a fun environment, it just means we know when we have to work and we know when to have fun at the office.

If this sounds harsh or unfair, then this is not the job for you, you should stop reading this ad right now.

At this point some of you may be thinking that this office will be the worst place to work in the Clear Lake area. If you are, this is not the job for you.

If, on the other hand, you realize that the work environment we have created will help you get your job done efficiently and allow you to earn money helping people when they need it the most, we would love to hear from you.

If you are hired, you will be part of a wonderful team of people, who work hard to get the job done right the first time and take pride in the work that they do. You will be part of a team that is rewarded for their hard work.

With regard to compensation, it is negotiable based upon experience and is subject to review after 90 days. The starting salary range for the Billing Clerk will be dependent upon experience. Draws/Paychecks are issued on the 15th and end of the month.

Is this going to be an easy job? No. It might be the biggest challenge of your life. But, it is our belief that anything really great is worth working hard for and that our greatest growth comes from our biggest challenges. You will be challenged as a Billing Clerk, but you will have fun and you will enjoy helping our clients.

If you have gotten this far, you are truly an exceptional person, as most people would have stopped reading this ad a long time ago.

If you have gotten this far and are thinking about applying it means that you are a hard worker, ready for a challenge and want to be part of a team where your hard work and efforts are recognized, appreciated and rewarded.


Upload the following documents as attachments in PDF format with “[your name] is the Billing Clerk for you!” in the subject:

1.    Cover Letter containing the following in bullet point format:

a.     What you think it takes to be a stellar Billing Clerk.

b.    What are you looking for in a job.

c.     What you bring to the table (i.e. qualities that would be of value to the firm).

d.    What you liked and did not like about this Ad. (You can be honest we will not hold it against you.)

e.     Salary requirements

2.    Resume

3.    References

Thank you for taking the time to read this entire ad, if you decide to apply we look forward to considering you for this opportunity. If you have made it this far and are not sure whether this is for real, we can assure you it is. We are looking for someone immediately and will start scheduling interviews next week.



The Billing Clerk (Specialist) is responsible for managing the Firm’s processes and systems related to time-keeping, billing, retainer replenishment, accepting payments, and collections of accounts receivables. The Billing Specialist makes sure time entries demonstrate value, so clients pay their bills timely. The Billing Specialist also ensures bills are generated and mailed timely and works directly with clients to ensure bills and installment payments are on time and retainers are replenished, so the Firm always has sufficient cash to meet cash requirements and the legal team works only for paying clients.

Status: The Billing Specialist is a Non-Exempt position.

Reporting Relationship:

The Billing Specialist works under the supervision of Controller. In the absence of a Controller, the Billing Specialist reports directly to the Firm Administrator (which is the Owner until that position is filled).


The Billing Specialist is expected to and has the authority to monitor attorneys’ and other staff’s billable time / productive time entries daily and to follow up with staff to ensure time is entered timely and correctly. The Billing Specialist also works directly with clients on billing, collections, and payment plans so long as they follow the Firm’s established policies and procedures and all laws and regulations, and the arrangements meet the Firm’s collections and financial goals. Questionable arrangements or payment plans need to be reviewed and approved by the Controller or the Owner.

Non-attorney support staff are prohibited from practicing law by the ABA’s Rules of Professional Conduct and State Bar Association rules. All work done by the Specialist must be in support of and under the direct supervision of an attorney. In dealing with clients and potential clients, the Specialist must be careful not to inadvertently slip into the unlawful practice of law. This would include answering client questions about what will happen in their case or recommending that a client undertake a certain course of action during their case.


  • Reviews case management or time and billing system daily
  • Reviews the quality and timeliness of time entries. Contacts billers to ensure time is entered timely
  • Edits bills to correct typos, grammar errors, and ensure proper sentence structure
  • Coordinates with billers to improve descriptions of activities to ensure the bills demonstrate progress and value
  • Coordinates with billers to resolve apparent errors where time is entered on the wrong matter or entries appear to be duplicated
  • Identifies time entries incorrectly designated as “non-billable” (or vice versa) and coordinates with the billers to draft proper billable time entries
  • Collects records of expenses of costs advanced to clients and updates the case management system and accounting system accordingly
  • Identifies for the Controller/Administrator/Owner where billable records exceed Firm guidelines/timeframes for activities
  • Reports to Controller/Administrator/Owner regarding patterns of quality or timeliness and other training or performance issues
  • Generates pre-bills bi-weekly/monthly and provides them to the Controller/Administrator/Owner for review and approval
  • Prepares or generates final invoices/statements and sends them to clients in accordance with the Firm’s policies and procedures for timekeeping, billing, and expense tracking
  • Processes payments in accordance with the Firm’s policies and schedules for accepting payments
  • Manages the retainer/trust accounts, auto-replenishment, and installment payments
  • Monitors timeliness of payments and contacts clients whose payments are not timely received
  • Accepts payments or negotiates payment plans or installment plans in accordance with Firm policies and procedures
  • Obtains approval from Controller/Administrator/Owner prior to committing the Firm to a non-standard agreement
  • Oversees A/R collections and case withdrawal process
  • Advises Controller/Administrator/Owner of clients who will not pay and have A/R older than one billing cycle
  • Initiates the first phase of A/R collections calls in accordance with Firm policies and procedures
  • Manage withdrawal process based on the Client Non-Payment and Collections Policy and Procedures
  • Notify Legal Team when withdrawal from a case is necessary; gathers red rubberband files and updates case management system
  • Works with clients to address questions and concerns related to billing and payment and provides customer service to resolve issues and save relationships
  • Works with the client, Merchant Service Provider, and credit card company to resolve disputes and requests for “chargeback” or refund. Issues refunds with the express approval of the Owner

Matrix of Tasks


  • Review daily time-keeping records and work with billers to ensure accuracy
  • Answer telephones
  • Contact clients to obtain payment
  • Link/calendar appointments, calls, messages, correspondence in the case management system
  • Create contacts and update contact information in the case management or contact management system


  • Oversee the billing process: pre-bills, final bills, process payment, contact clients with late payments, update case management and accounting systems
  • Case and administrative filing
  • Compile metrics on contacts and collections


  • Review A/R and work with Controller/Administrator on collections efforts (payment plans, red rubber bands, case withdrawals)


  • An Associate’s Degree is required
  • The Billing Specialist must be able to demonstrate proper grammar, proof-reading, critical thinking, and business writing
  • The Billing Specialist will have at least two years of experience as an assistant in a professional service business, preferably in a law firm
  • The Billing Specialist will be organized and efficient, comfortable with various types of accounting software, and demonstrate proficiency with MS Office

Key Performance Indicators

  • Employees achieve at least 90% realization towards billable hours requirements; exceptions or performance issues noted weekly
  • 90% of payments are processed timely; non-paying clients are contacted within 3 business days
  • A/R is processed timely and reports are available by the 5th working day of the month for the prior month

$20,000 - $28,000 yearly
About Hegwood Law Group

We are a growing law firm with an excellent team and we are looking for our next top performer!

If this sounds like a law firm you want to work at and a job you can do then hit the apply button below. I look forward to speaking with you soon! Please forward your resume, salary requirements, and cover letter telling us why you’re the All-Star Associate we should hire.

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