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Legal Operations Financial Analyst

Legal Operations Financial Analyst

  • 2021-26430
  • Hercules, California, United States

The Bio-Rad Legal Department is seeking a Legal Operations Financial Analyst to report to the Legal Operations Supervisor. This position will administer the Legal function’s spend management function, including but not limited to payment of outside counsel and establishing monthly/quarterly accruals. Primary day-to-day responsibilities include managing the e-Billing system, establishing accruals, matter management, establishing and tracking budgets and overall support for Legal spend activities. This position is currently based in Hercules, CA (non-remote).

Responsibilities

  • Administer the Department’s e-Billing platform, which includes:
    • Coordinating law firm and vendor onboarding with AP and e-billing vendor teams (includes both domestic and international law firms, and other service providers).
    • Administering the PR/PO process within SAP ERP system.
    • Administering the process for transmitting approved invoice payment requests to AP.
    • Administering the process to reverse feed invoice payment information back to e-Billing tool.
    • Serving as the primary point of contact for law firms with billing inquiries.
    • Administering new timekeeper review and approval.
    • Interacting independently with attorneys, IP paralegal, IP administrative assistant, outside counsel and vendors to answer questions concerning invoicing/status, retention guidelines and to resolve any invoice issues.
    • Troubleshooting invoice submission issues (e.g. why an invoice was rejected or sent back in a workflow in SAP).
    • Performing first-line review of invoices for compliance with billing guidelines; conducting periodic invoice audits.
    • Serving as the point of contact for the creation of new billable matters, requested by both internal and external parties.
    • Completing the allocation coding of matters and invoices to ensure proper payment routing to AP.
    • Generating invoice aging report on a monthly basis and following-up with Department members regarding past due unapproved invoices.
    • Partnering with the Accounts Payable function to resolve payment issues.
  • Working with the Legal Operations Supervisor, matter owners, and finance business partners to assist in developing and tracking annual budgets.
  • Administering the collection of matter level budget, forecast and accrual data (both from internal legal team as well as law firms/vendors) in support of monthly forecasting exercise with Finance.
  • Managing annual Vendor Rate Proposal Review Program.
  • Providing creative thinking to help identify opportunities for increasing value and reducing outside legal spend, while maintaining excellent legal representation and optimizing engagement practices with our law firms.
  • Completing ad-hoc and special projects as requested/required by the Legal Operations Supervisor, the Legal Leadership Team and Finance.
  • Becoming an expert in Bio-Rad’s current e-Billing system and training/assisting Department members on the system and related processes.
  • Maintaining and updating e-Billing reference guides and educational tools that support the e-Billing solution.
  • Proactively seeking ways to improve the current process to maximize productivity, workflow and maximize efficiency in all aspects of the e-Billing function.
  • Collecting/tracking data to manipulate in software such as Power BI and Excel and create comprehensive dashboards that facilitate accurate analysis and to drive Legal Department decision making.
  • Assisting in identifying and developing processes in Bio-Rad’s systems; recommending and implementing process improvements.
  • Assisting Legal Operations Supervisor and broader Legal Department work, initiatives, and projects.

Qualifications

  • 5+ years of legal e-billing experience required, including experience in managing broader outside counsel management responsibilities and using an enterprise-wide ERP system.
  • Experience with Legal Tracker and SAP preferred.
  • The ideal candidate will have experience working in the biotechnology or pharmaceutical industries; or will have worked within a legal department with a large focus on intellectual property.
  • Deep knowledge of and demonstrable experience managing an Enterprise Legal Management system (E-Billing + Matter Management).
  • Mastery of intermediate finance concepts and processes gained through education or experience.
  • Mastery of Microsoft applications including Outlook, Word, PowerPoint, Power BI, Excel - including pivot tables, formulas, etc.
  • Experience simultaneously driving multiple projects and identifying, prioritizing, and resolving key business issues.
  • Attention to detail and the ability to multitask/prioritize a must.
  • Excellent organization skills.
  • Exceptional professionalism and client services skill.
  • Comfortable interacting with all levels inside the legal organization and broader company.
  • Comfortable interacting with outside counsel and billing personnel at law firms.
  • Proactive approach to recognizing needs, anticipating issues and solving problems.
  • Bachelor's degree or demonstrated experience in the field.
  • Preferred Qualifications and Experience.
  • Intellectually curious with the ability to process a great deal of information in a fast-paced environment.
  • Willing to take initiative.
  • Demonstrate integrity to manage sensitive and confidential information.
  • Ability to present complex information in an accurate, concise and persuasive manner to all levels of management.
  • Must have strong client service orientation and demonstrated a high level of customer focus, independence, and initiative.
  • Must be a team player who can easily handle shifting priorities, multitasking in a deadline-oriented environment.
  • Understanding of common alternative fee arrangements (e.g. fixed fees, fee caps, volume discounts).
  • Possesses an understanding of AP principles and ensuring compliance with legal billing guidelines.
  • Must be comfortable giving presentations and training sessions.
  • Provide strong project management and facilitative skills.
  • Adapt to the changing needs of the Department while meeting deadlines.

 

Vaccination Requirement:

 

Due to the higher threat of more infectious and deadly COVID-19 variant strains emerging, Bio-Rad recently announced a new mandatory vaccination policy requiring its US employees to be fully vaccinated against COVID-19 as a condition of employment. Bio-Rad will make reasonable accommodations for valid exemptions based on disability, medical, or religious reasons. With this policy, Bio-Rad joins a growing list of companies that are prioritizing sound science and available facts to best ensure the ongoing safety of its employees and the community.

 

About Bio-Rad:

 

Bio-Rad is a global leader providing a broad array of clinical diagnostics and life science research products. With a team of more than 8,000 employees and a global network of operations serving our customers, we help people live longer, healthier lives.

 

Bio-Rad was founded over six decades ago and has continued to provide the healthcare industry with innovative and useful products that help life science researchers accelerate the discovery process and medical diagnostic labs obtain faster, better results.

 

EEO/AA Employer/Veterans/Disabled/Race/Ethnicity/Gender/Age

 

Agency Non-Solicitation: 

 

Bio-Rad does not accept agency resumes, unless the agency has been authorized by a Bio-Rad Recruiting Representative. Please do not submit resumes unless authorized to do so. Bio-Rad will not pay for any fees related to unsolicited resumes.

 

 

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