Job Description

Collections Supervisor

As a member of the Finance Department of a large, multi-office law firm, the Collections Supervisor supervises a team of credit and collections staff and provides support to the collections activities associated with outstanding and delinquent accounts receivable arising from attorney billable time, costs, and fees. This role partners closely with billing attorneys and department leaders to maximize the realization of billed revenue and minimize aged work-in-progress and receivable balances. The position requires a thorough understanding of legal billing practices, client engagement protocols, and the professional and ethical considerations unique to a law firm environment.

Essential Functions:

• Supervise the daily activities of the credit and collections staff, ensuring that collections procedures are followed, and that actions are taken toward achieving established goals.
• Provide direction for staff to ensure client collections are timely and effectively managed.
• Responsible for overseeing the daily administration of ARCS (Accounts Receivable Collections Software).
• Advise on approval of new matters in Admin Review (ICE) during the client intake process for clients that have aged inventory.
• Provide back-up to Director of Collections as needed.
• Review status of delinquent accounts with collectors to identify potential collection issues.
• Develop and maintain positive relationships with internal and external clients by communicating via telephone or e-mail regarding outstanding balances or inquiries.
• Review client discrepancies, e.g. short payments, duplicate payments, etc. that have been researched by team.
• Act as a liaison between client and Firm to ensure any discrepancy has been corrected.
• Monitor that staff are updating collection notes in ARCS (Accounts Receivables Collections Software) on a timely basis.
• Proactively monitor accounts for pre-approved discounted payments and handle submitting any necessary write-offs to clean-up account balance.
• Pre-approve AR write-offs submitted by team.
• Attend routine meetings between Director of Collections, CFO, Director of Billing and billing attorneys; be readily prepared to make recommendations for escalation to firm leadership on attorneys or delinquent accounts.
• Advise Director of Collections weekly and monthly of both escalated accounts and attorneys.
• Work closely with Director of Collections on special assignments from General Counsel's Office.
• Work closely with the Director to implement new policies and procedures; recommend improvements in the collections process; document training materials and assist in staff training.
• Provide reports and pertinent information to the Director and firm leadership in a timely manner.
• Assist Director with driving the team to achieve monthly collection targets and goals.
• Assist Director with staff performance issues, provide assistance, coaching and counseling.
• Supervise a staff of collection coordinators in regard to attendance, workflow and productivity.
• Participate in the recruitment, interviewing, selection, and hiring of employee(s).
• Provide performance management feedback to Director.
• Provide new collection staff onboarding training.
• Stay abreast of trends and best practices in the collections function.
• Develop policies and procedures and guidance that require team to follow-up on payment for ebilled invoices, especially with the integration of BillBlast ebilling notes.

Additional Functions:

• Additional special projects as necessary.

Qualifications (Experience, Knowledge, Skills and Abilities):

• Education: Bachelor's degree in business, accounting or related field or equivalent years of work experience required.
• Experience: Minimum of seven years' collections experience in a law firm (preferred) or other professional services organization. Minimum of 5 years of management experience.
• Knowledge, Skills, & Abilities: Experience with 3E, ARCS and Billblast a plus. Strong mathematical skills, attention to detail; high level of accuracy a must. Strong ability to delegate and manage workflows. Strong organizational skills and ability to prioritize and multi-task with a high volume of work in a fast-paced environment. Exceptional oral and written communications/client service skills. Professional and courteous communication with clients, attorneys, paralegals and staff is a must. Ability to work well independently as well as in a team environment. Exercise good judgment and discretion.

Work Environment & Physical Demands:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, etc. Physical Requirements Sedentary work: Exertion of physical strength to lift, carry, push, pull, or otherwise move objects up to 10 pounds. Work involves sitting most of the time. Walking and standing is often necessary in carrying out job duties.

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