Job Description

Carter, DeLuca, & Farrell, LLP is an established, steadily growing intellectual property law firm. We are seeking an experienced, full-time (or part-time) Legal Billing Specialist for a non-exempt position for our Melville, NY office or for our Dallas, TX office. 

We are seeking a Legal Billing Specialist to join our team and help to manage and/or support our New York and Dallas Offices. Please note that this role may be eligible for a flexible working schedule that allows for a hybrid and in-office presence or possibly fully remote.

Our professional staff plays a key role in the firm’s continued growth and success, and we look forward to adding a proactive and motivated member to our team.

Visit our website for more information about us ().

Job Responsibilities

As a Billing Specialist, you will be responsible for the creation and submission of legal services and expense invoices (electronic and non-electronic) to clients based on an established timetable. Provide investigative support and answer questions from partners, attorneys, support staff and clients in all aspects related to billing. 

This position has the following responsibilities:

• Process data and generate invoices in various invoice formats (PDF, LEDES files, Microsoft Xcel and other file formats)

• Prepare and distribute prebills, edit unbilled items, process and finalize client invoices

• Submit invoices either through email or client’s third-party billing portals; ensure successful transmission of invoices and follow up when necessary

• Implement complex billing protocols provided by clients; ensuring all client and firm’s guidelines and protocols are met, ensuring invoices are processed and implemented during the creation and submission of invoices

• Populate, maintain and update data on client’s billing portals/ external web-based applications; ensure all relevant information is updated and correlated in client’s portals

• Research and respond to billing-related inquiries, communicate with partners, assistants, and accounting staff to resolve any issues and ensure bills are timely, accurate, and complete

• Investigate and resolve billing-related issues, update and resubmission of invoices; ensuring corrective action is in place for future submissions

• Generate, distribute monthly WIP reports to partners and follow-up to ensure non-billed items are processed

• Work with firm’s accounting department to review and resolve unpaid invoices; assist with monitoring unbilled and accounts receivable status.

• Performing necessary technical and logistical tasks with internal staff, and clients’ designated personnel in the transition of clients

• All other related ad-hoc projects.

Job Requirements

This position has the following requirements:

· An associates degree or higher is preferred but not required, certificates in finance related field welcome

· Experience using web-based billing programs, preferable AppColl, Microsoft Excel, Word and Adobe Acrobat

· Ability to work efficiently in a fast-paced environment with deadlines

· Demonstrated ability to be flexible, work independently with limited oversight, and prioritize work tasks in an effective manner

· Collaborative with a can-do attitude balanced with the ability to communicate openly

· Comfortable working with all levels of business professionals, including senior management and all colleagues at other departments in a fast-paced environment

· Good communication and interaction skills with all levels of firm personnel and client contacts

· Proficient and accurate data entry is a must

· Ability to prioritize and multitask

· Excellent written and verbal communication skills

· Strong attention to detail.

· Strong organizational skills.

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this position, the employee is regularly required to:

· remain in a stationary position the majority of the work day

· be able to move about inside the office to access various items; and

· must be able to constantly operate office equipment including, but not limited to computers, computer mouse, handheld devices, and copy machines.

Compensation & Benefits

Successful candidates will not only be provided with an outstanding career opportunity and welcoming environment, but will also receive a generous and competitive total compensation package. The salary range for this full-time role is $45,000 - $55,000 (Annual Salary) and represents the firm’s good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will be dependent upon a number of factors, including but not limited to, the candidate’s relevant experience, qualifications, and location. 

Please submit resumes to: [email protected] or visit us at

Carter, Deluca & Farrell LLP is proud to promote a creative, respectful, and inclusive culture that values the diversity of people, and allows ingenuity to thrive.

Carter, Deluca & Farrell LLP is an Equal Opportunity Employer. Carter, Deluca & Farrell LLP does not discriminate on-the-basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on-the-basis of qualifications, merit, and business need.

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