IP Billing Analyst
About this role
Who We Are
ArentFox Schiff is an award-winning, globally recognized law firm that delivers sophisticated, innovative, and practical legal solutions to clients around the world. With more than 600 lawyers and policy professionals, ArentFox Schiff's expertise is sought out by Fortune 500s, start-ups, international governments, non-profits and trade associations, and private individuals. Our work spans highly complex, global matters as well as the deeply personal issues that shape the lives of individuals and communities.
Why Join Us
At ArentFox Schiff, we know that diverse backgrounds produce different perspectives, richer thinking, and more creative solutions to the challenges our clients face. We hope you share that vision. Join us and take on the challenge of doing meaningful work while helping us build upon a culture that reflects our dedication to diversity, equity, and inclusion. We base all of our employment decisions on merit and do not discriminate on the basis of any legally protected characteristic.
Job Description
Join a collaborative billing team where accuracy, organization, and client service make a meaningful impact every day. In this role, you will help support the Firm’s billing operations by preparing and distributing proformas and final invoices for assigned attorneys in a timely, accurate, and professional manner.
Key responsibilities include but are not limited to:
Billing Operations:
Provide accurate, responsive billing support to attorneys, clients, secretaries, and internal teams.
Process proformas, finalize invoices, run reports, and customize invoice presentation in accordance with Firm and client requirements.
Communicate billing status, resolve issues, support team members, and keep the Billing Supervisor informed of priorities and concerns.
IP Billing:
Coordinate On-Demand/Project Prosecution billing for U.S. and foreign patent and trademark prosecution matters.
Use prosecution knowledge to identify application stages and ensure all time, fees, costs, and credits are properly included and reconciled.
Partner with IP teams to complete billing accurately, efficiently, and within month-end deadlines.
Produce, review, audit, and distribute proformas in accordance with department procedures, accounting practices, billing instructions, and client Outside Counsel Guidelines.
Research and correct billing issues, including time and cost transfers, text edits, entry splits or combinations, discounts, credits, flat fees, nonbillable transfers, and approved adjustments.
Maintain billing data, templates, instructions, site addresses, matter information, approved timekeeper lists, rates, and Billing Status Report notes.
Send invoices for attorney review, verify invoice totals, monitor proforma audit reports, and follow up on aged WIP to support timely month-end close.
E-Billing:
Coordinate e-billing setup, invoice uploads, submissions, and urgent requests with the E-Billing Specialist, Frontline, and third-party support.
Review client Outside Counsel Guidelines, maintain matter IDs, rates, and timekeeper approvals, and help ensure validation remains current in 3E and Elite.
Track invoice status, address rejected, reduced, disputed, or short-paid invoices, and review issues during regular e-billing meetings.
Minimum Qualifications
BA in accounting, business, or a related field with applicable accounting coursework preferred.
At least 7 years of legal billing experience, including 5 years of legal IP billing with a focus on On-Demand/Project Prosecution billing for U.S. and foreign patent and trademark prosecution.
At least 5 years of law firm billing software experience, including 3 years with Elite Enterprise or 3E; e-billing experience required and e-Billing Hub experience preferred.
Proficiency with Microsoft Outlook, Excel, and Word, along with strong business acumen, financial analysis skills, and experience with client budgets and fee structures.
Excellent written and verbal communication skills, including strong spelling, grammar, and the ability to coordinate effectively across all levels of the organization.
Strong organization, attention to detail, problem-solving skills, and ability to manage a high-volume workflow with shifting priorities and deadlines.
Ability to verify documentation accurately, enter data for extended periods, exchange information effectively within the department, and maintain confidentiality and professionalism.
Team-oriented, motivated, able to work independently, and available to work overtime as needed.
This is an hourly, non-exempt position that is eligible for a generous overtime plan that exceeds minimum legal requirements.
The anticipated good-faith base salary range for this position is:
DC: $93,000-$128,000
Your exact offer will be based on a variety of factors, including but not limited to, your experience, skills, and overall qualifications. We also review compensation regularly against industry benchmarks and performance outcomes, so you can grow your career here with confidence—knowing your pay recognizes both your impact and our commitment to an equitable approach.
In addition to a competitive base salary, certain positions are eligible for a comprehensive performance-based bonus, payable monthly or annually.
Benefits
We know that the needs of our employees vary and can change throughout the different stages of life. That’s why we offer a wide array of flexible benefit options designed to help you live healthy, live well, and live for tomorrow. In addition to medical, dental, vision, profit-sharing, generous paid time off, and numerous other benefits, we also provide a flexible reimbursement account that helps pay for the things that contribute to your personal well-being, in your own way.
Commitment to Equal Opportunity
ArentFox Schiff is committed to equal employment opportunity and diversity in the workplace. We base all employment decisions on merit and maintain a policy of considering all qualified applicants for employment without regard to race, color, religion or creed, sex, gender, sexual orientation, gender identity or expression, age, citizenship status, order of protection status, national origin, ancestry, medical condition, genetic information, marital status, physical or mental disability, parental status, source of income, military or veteran status, unfavorable discharge from military service, or any other basis protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with the San Francisco Fair Chance Ordinance.
* The job description is a general summary of the major duties. It may not specify all duties, tasks, and assignments associated with a job. It does not limit or in any way modify the right of management to direct, assign, and control the work of employees in a unit. Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at ArentFox Schiff LLP. Additional job-related qualifications may be specified for some openings. Job descriptions are subject to periodic review and modification.