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Interested in joining our team?

McKee, Voorhees & Sease, PLC is an intellectual property boutique law firm located in Des Moines, Iowa. We specialize in protecting and defending our client’s patents, trademarks, trade secrets, copyrights, licensing, and regulatory needs. We focus on providing each client a customized IP portfolio, fit to serve their business needs and achieve their strategic goals.

We are looking for a full-time Billing/Docketing Specialist to assist with a wide variety of billing and docketing duties that include, but are not limited to, processing and distributing Firm billings and reminder statements, prepare monthly bank and general ledger account reconciliations, processing of conflict checks on new clients and new matters, input new clients/matters in various software packages, creation and maintenance of client portfolio’s within the firm’s file structure, docketing of IP deadlines, and other duties as assigned.

Essential Duties and Responsibilities*

  • Processes associated with creating and submitting a bill for services and related costs to clients/customers and appropriate application of trust and retainer balances. Includes producing transmittal letters and related reports, metrics or similar analysis and adherence to established guidelines. Also includes the transmission of billing information in various forms (paper, electronic, etc.).
  • Processes associated with reconciling monthly trust and retainer account in triplicate, operating cash reconciliation as well as other specific accounts.
  • Processes associated with the onboarding of new clients and new matters such as performing conflict checks in internal and external systems, ensuring that the proper information is accurately entered in the billing, docketing and file management systems.
  • Processes associated with recording Official Communications from the United States Patent and Trademark Office in Firm Pattsy docketing system and reconciliation of billable transactions in the accounting software semi-monthly.
  • Working with clients, attorneys, and support staff on client specific billing requirements.

*This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Supervisory Responsibilities: This job has no supervisory responsibilities

Competencies: The following are competencies required to be successful in this position:

  • Customer Service – Responds promptly to client and employee needs; responds to requests for service and assistance; meets commitments.
  • Communication – Speaks clearly and persuasively in positive or negative situations; listens and receives clarification; responds well to questions, writes clearly and informatively; edits work for accuracy, spelling and grammar; presents numerical data accurately.
  • Temperament – Ability to work with little supervision; prioritizes and anticipates work needs; works well under occasional periods of pressure and short deadlines.
  • Ethics – Keeps client and firm information confidential at all times; understands and implements general rules of ethical behavior applicable to lawyers.
  • Accounting Skills – Has general knowledge of accounting practices and procedures according with the cash basis of accounting.
  • Computer Skills – Has intermediate knowledge of computer operation, internet software, spreadsheet software and word processing software; the use of Microsoft products is required, the use of Orion Law is preferred. Has the ability to type and operate office equipment.
  • Detail-Oriented – The ability to accurately enter/verify data across multiple systems in an efficient manner.
  • Strong Interpersonal Skills – The ability to see opportunities to make improvements and independently choose strategies to achieve them; envisions new and innovative possibilities. The ability to develop and maintain relationships with others, and to work with others toward a common goal by working cooperatively, developing positive relationships, and providing information and assistance willingly.
  • Manages Change – The ability to change directions quickly as workflow needs change, and to respond with flexibility to a changing work environment.
  • Technical Skills/Learning – The ability to quickly learn and integrate new technical skills and knowledge; seeks out avenues to enhance technical skills.

Education and/or Experience

  • Two-plus years of progressive experience directly related, preferably in a law firm environment.
  • Orion Law software experience preferred.
  • Demonstrated proficiency with Microsoft Suite, to include Excel and the ability to prepare ad hoc reports and requests as needed.
  • Ability to multitask and prioritize.
  • Ability to research and resolve errors or discrepancies, effectively and efficiently.
  • Aptitude for working with numbers.
  • Ability to organize workflow and use time efficiently.
  • Ability to show strong attention to detail, as well as strength in the area of proofreading.
  • Ability to successfully adapt to changing priorities and work demands.
  • Ability to anticipate work needs and follow through with minimal direction, follow up on own initiative.

Skill Set and Abilities

  • Language Skills – Ability to read and comprehend instructions, short correspondence and memos. Ability to write simple correspondence.
  • Mathematical Skills – Must be proficient in 10-key for math calculations and data input.
  • Reasoning Ability – Uses the utmost discretion regarding sensitive company and employee information. Must be able to coordinate resources and responsibilities and be able to get along well with others. Must be able to develop a strong rapport with various department staff earning trust and respect.
  • Work Environment – We offer a professional but relaxed work environment. This position interacts with all administrative personnel as well as our attorneys and clients. Professionalism is of the utmost importance.
  • Work Hours – We offer flexible scheduled hours Monday to Friday between 8:00 a.m. and 5 p.m. This position is not eligible for remote work.
  • Physical Demands – You must be able to sit for periods of an hour or greater.  The ability to lift and carry 10-30 pounds may be required.

Interested. Please fill out this submission form and we will get back to you.

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