Chapman and Cutler LLP is seeking a motivated Billing Coordinator to join the Financial Management Department. The Billing Coordinator will provide excellent client service to our attorneys and administrative departments within the Firm as well as Firm clients to address billing-related questions and process Firm client billing and e-billing.  The position requires an in-office presence in either the Chicago or San Francisco office, but includes flexibility for some remote work.  For hires in the Chicago office, the preferred work schedule is 11:00 a.m. – 7:00 p.m. CT.

The day-to-day responsibilities of the Billing Coordinator will include:

• Interfaces directly with attorneys and clients to assist in billing questions, issues and client relations
• Maintains familiarity with all aspects of client billing, including specific client billing requirements and guidelines; communicates changes to department/billing coordinators
• Meets with and reviews billing information memoranda with designated Partners as needed
• Prepares bills as instructed by such Partners and follows up on status of unpaid bills as requested by Partners
• Brings suggestions and ideas to Partners, billing team and management if improvements can be made to internal processes
• Collaborates with other administrative departments as necessary to discuss billing guidelines and processes
• Prepares bills as assigned in accordance with established policies and procedures; maintains organized records
• Provides complete administrative support in the production and delivery of bills, including transmittal documents, PDF assembly
• Communicates and follows instructions effectively from a diverse group of clients, attorneys and staff; provides information in person, via email or by phone with courtesy and professionalism
• Follows up with appropriate parties to communicate billing status
• Troubleshoots and communicates issues with billing; coordinates with the Information Services and Financial Management departments
• Periodically handles tasks for administrative department heads outside of Financial Management
• Keeps Supervisor informed of the status of billing work; maintains a calendar of billing deadlines; prepares bills in advance of due dates

Minimum Qualifications:

• Minimum of two years billing and/or e-billing experience in a legal environment required
• Proficient in Microsoft Office, particularly Excel and Word
• Excellent interpersonal skills
• Self-motivated, proactive, and able to work under minimal supervision
• Good written and oral communication skills
• Highly organized with attention to detail
• Oriented toward teamwork
• Ability to complete projects within required time frame
• Ability to proofread invoices for grammatical, typographical, or spelling errors
• Ability to organize and prioritize numerous tasks and complete them under time constraints
• Reports to the office and/or begins work from a remote location in a reliable and punctual manner in compliance with the Firm’s Attendance and Agile Workplace Policies
• Committed to following all Firm security protocols and maintaining information security

To apply, please submit a cover letter and resume.  All applicants will be considered; however, the hiring decision will be made based on qualifications for the position.

Chapman and Cutler LLP is an Equal Opportunity Employer M/F/D/V/SO.

Chapman and Cutler LLP is seeking to hire a Practice Support Clerical Assistant to join our Chicago office. The Practice Support Clerical Assistant will work with other administrative and legal professionals in a collegial environment, performing a variety of clerical duties for attorneys and assisting with projects as directed by the Administrative Assistant Supervisor, Chief Support Services Officer and supervising attorneys.  The position requires an in-office presence but includes flexibility for some remote work.

Responsibilities will include, but are not limited to the following:

• Reports to the office in a reliable and punctual manner.  Ability to work as part of a team to meet the clerical and administrative requirements of the Firm.
•  Provides direct administrative/clerical support for administrative assistants, paraprofessionals, and attorneys, including, but not limited to, time keeping, expense reports, scheduling, photocopying and scanning, blacklining, collating, and preparation of packages/labels/envelopes for mailing.
• Assists with department and matter specific tasks, including facilitating the closing process by creating signature packets, setting up electronic closing rooms, and compiling closing documents and closing sets.
• Works one-on-one with attorneys, paraprofessionals, and administrative assistants for projects that require special or specific instruction and works independently on those tasks as directed.
• Operates standard office equipment.  Familiar with standard computer applications such as Word, Excel and PowerPoint.
• Creates and maintains all client and general files.  Handles incoming and outgoing mail as necessary.
• Displays competency while learning new tasks and has the ability to ask thoughtful questions in order to complete assignments.
• Exhibits an understanding of how individual tasks affect other long-term projects and the department functioning as a whole.
• Receives clients and visitors; maintains good public relations with clients; observes confidentiality of attorney-client relationship; follows Firm and/or practice group guidelines for protecting client information.
• Exhibits an understanding of, and properly utilizes, the Firm’s reference materials, including training materials and internal online information.  Complies with the Firm’s policies and procedures.
• Attends scheduled training sessions and utilizes information in daily work production.
• Proofreads material for grammatical, typographical or spelling errors.
• Organizes and prioritizes numerous tasks and completes them under time constraints.
• Assists in any other area of the Firm as assigned.

Minimum Qualifications:

• High school diploma or general education degree (GED) required; Bachelor’s degree preferred.
• Previous office experience preferred.
• Demonstrated ability to use Word, Excel, document management and redlining applications and time keeping programs.
• Commitment to client service and the ability to work independently are critical.
• Attention to detail and timelines; ability to organize and prioritize numerous tasks and complete them under time constraints.
• Excellent written and oral communication and interpersonal skills required to communicate and follow instructions effectively from a diverse group of clients, attorneys, and staff.
• Demonstrated ability to work collaboratively as part of a team.
• Committed to following all Firm security protocols and maintaining information security.

To apply, please submit a cover letter and resume. All applicants will be considered; however, the hiring decision will be based on qualifications for the position.

Chapman and Cutler LLP is an Equal Opportunity Employer M/F/D/V/SO.

Chapman and Cutler LLP is seeking a motivated Project Manager to join the Business Operations Department. The Project Manager specializes in administrative department project management and process optimization and works as a trusted resource to the Chief Business Operations Officer. This role serves as the key point of contact for large-scale interdepartmental projects, streamlines processes, conducts various data analyses to inform decision making, facilitates information sharing and gathering, and improves documentation effectiveness.  The position requires an in-office presence but includes flexibility for some remote work. 

The day-to-day responsibilities of the Project Manager will include:

Operations Projects

•  Researches, investigates, and diagnoses issues related to administrative department operations
•  Manages end-to-end project lifecycles starting from project pre-work, project planning, project kickoff, project execution, production launch, and project closure
•  Develops and maintains project plans, timelines, and budgets to ensure successful project completion
• Manages delivery of key milestones with project team members (internal and vendor teams) according to planned schedule
• Effectively communicates project updates and status to stakeholders, including vendors
• Builds relationships with stakeholders, vendor partners and project teams to effectively manage and deliver quality projects
• Escalates and/or communicates effectively to senior executives to drive resolution
• Prepares status reports and performance dashboards to effectively communicate in formal and informal settings
• Works with stakeholders to establish key metrics and benchmarks and monitor them on an ongoing basis
• Monitors project progress and identifies potential risks or roadblocks, taking proactive measures to mitigate issues

Process Improvement

• Identifies opportunities for process improvement and implements operational efficiencies
•  Utilizes project management and process improvement tools and methodologies to improve efficiency and productivity
•  Proposes changes to project methodologies, frameworks, and promotes best practices for continuous process improvement
•  Researches project management and process improvement trends, including methodologies, tools and technology
•  Performs other related duties as assigned

Minimum Qualifications:

• Working knowledge of project management and process improvement tools and techniques
• Working knowledge of Smartsheet, HighQ Collaborate, Sharepoint, Microsoft PowerApps, and PowerBI preferred
• PMP or CAPM certification strongly preferred
• Experience managing implementation projects, ideally in a law firm or professional service firm, preferred
• Successfully operates at a fast work pace while meeting frequent deadlines.
• Superior organizational and proofreading skills; detail oriented
• Strong analytical skills, able to draw conclusions from data, assess implications, and make recommendations
• Works well under pressure and be an excellent problem-solver and team player
• Committed to client service; professional demeanor and discretion required
• Must have the ability to organize and prioritize work and meet deadlines
• Committed to following all Firm policies and information security protocols

To apply, please submit a cover letter and resume.  All applicants will be considered; however, the hiring decision will be made based on qualifications for the position.

Chapman and Cutler LLP is an Equal Opportunity Employer M/F/D/V/SO.