20 years of experience in Legal Billing, which includes e-billing.

MALVINA ARMILLA

***** ***** ***** **., *******, TX 77429 l 281-***-**** l *******@***.***

enterprising, hard-working, self-motivated, and technically skilled accounting clerk, legal secretary and administrative assistant known for accuracy, attention to detail, and timeliness in managing job tasks and responsibilities, including setting priorities, and ability to adapt to changing conditions and work assignments. Billing and A/P career spans over 20 years of experience and has included accountability for the accurate processing of up to 5,000 invoices ($300k) per month and accurate processing of firm invoices.

Legal Secretary/Administrative Assistant career spans over 10 years of experience and has included full legal and administrative support to attorneys and assistance to team workers to ensure completion of projects and complex assignments.

Key Skills/areas of strength

Flexible Team Player

Communication and Customer Service Skills

Team Building & Staff Supervision

Time Management Skills

Vendor Negotiations & Management

Records Organization & Management

General Legal Assistant Support Skills

A/P and Billing Training (Juris; LMS/LMS+)

A/P & Receivable Processes & Management

Billing Processes & Management (LMS/LMS+, Juris, Elite)

Generate Specific Accounting Reports

Problem Collections

Time Entries in PC Law

Professional Experience

COATS ROSE, P.C. [Law Firm] – Houston, Texas

Billing Clerk, 04/30/17 – Present

Maintain and update billing checklist, including client’s billing requirements and instructions;

Submit monthly email and reminders with fee time and expense deadlines;

Audit all fee time and ensure that fee time and costs are entered correctly and posted in LMS prior to printing prebills;

Generate monthly prebills and distribute to attorneys for review with return deadline;

Make any necessary corrections to prebills upon return and print final invoices for submission;

Review billing checklist to comply with client’s billing requirements, such as including expense backup and method of invoice submission (i.e. via e-billing, regular mail, or email) and forward to secretary for submission;

Submit numerous invoices via different e-billing software programs, such as Tymetrix, Bottomline Technologies/Legal eXchange; Datacert; Serengeti Tracker and CounselLink.

Generate A/R Aging Reports;

Submit past-due invoice reminders to attorneys, upon request;

Generate specific accounting reports/spreadsheets in Excel, such as a list of clients with past due invoices/accounts receivables, and write-offs.

A/P Clerk, 11/1/2015 to 4/30/17

Process Client and Firm invoices, verifying accuracy of information, calculations, approval(s), and records for payment using correct coding and item descriptions, and obtaining detailed receipts or expense backup;

Research past-due balances on statements and contacting vendors, as needed, to obtain invoice copies for appropriate processing with proper approvals and procedures;

Handle inquiries with vendors and Coats Rose staff by email or telephone;

Process daily checks or quick checks in a timely and secure manner for staff and vendors by mail, intercompany or personal delivery;

Update and maintain accounting general ledgers, and other detailing financial business transactions during vouchering and payment of vendor invoices and expense reimbursements;

Scan all vouchered invoices with appropriate backup and voids to the correct location in the Firm’s accounting software (LMS) or document management system;

Enter manual checks from Coats Rose branch offices in accounting software (LMS);

Accurately set up New Vendors/make changes in Vendor Maintenance;

Request W-9’s and Vendor Information Form for all new vendors and current vendors for updates and current information;

Provide backup assistance/support when necessary to other A/P clerks or any other member of the accounting department.

PAPPAS & SUCHMA, P.C. [Law Firm] – Houston, Texas

Legal Assistant, 4/20/15 – 9/25/15

Assist 3 attorneys in Division of Workers’ Compensation (DWC) claims. Job duties include transcription of tapes; drafting of legal pleadings and correspondence; assistance with discovery responses by gathering data, documents for production, and timely filing of documents with the Division. Prepare documents for hearings, which included updating files, exhibits for attorney’s use and exchange at hearings, and if necessary, supplementing documents for production; and interaction with clients, opposing counsel, and DWC personnel; travel reservations for attorneys; input billing time entries for attorneys in PC Law, and other duties as assigned.

SHEPHERD, SCOTT, CLAWATER & HOUSTON, L.L.P.[Law Firm]– Houston, Texas

Billing Clerk, 6/1/2002 to 4/15/15

Maintain and update billing checklist, including client’s billing requirements and instructions;

Submit monthly email and reminders with fee time and expense deadlines;

Audit all fee time and ensure that fee time and costs are entered and posted in Juris prior to printing prebills;

Generate monthly prebills and distribute to attorneys for review with return deadline;

Make any necessary corrections to prebills upon return and print final invoices for submission;

Review billing checklist to comply with client’s billing requirements, such as including expense backup and method of invoice submission (i.e. via e-billing, regular mail, overnight delivery, or email);

Submit numerous invoices via different e-billing software programs, such as TrialNet, Tymetrix, LegalPrecision, Datacert, Serengeti Legal Tracker and CounselLink.

Generate A/R Aging Reports;

Submit past-due invoice reminders to clients via email or regular mail;

Handle incoming phone calls and/or correspondence from clients regarding collection resolutions; and

Generate specific accounting reports/spreadsheets in Excel, such as a list of clients with past due invoices/accounts receivables, and write-offs.

A/P Clerk, 6/1/2002 to 4/15/15

Manage the accurate and timely processing of up to 5,000 invoices ($300k) per month, which included printing A/P checks bi-weekly and distribution/mailing of same.

Trained users and served as the primary “go-to” troubleshooter in Juris accounting software, which propelled efficiency gains and significant time-and-cost savings.

Resolved months of backlogged work (in A/P and Billing Departments) restored order and organization to processes/records in disarray, researched and solved billing problems and corrected invoicing and journal entry errors that had previously been missed.

Instituted thorough cross-checking of expense reports, receivers and invoices that halted a previous history of hundreds of dollars in overpayments to vendors.

Renegotiated payment terms with suppliers/vendors from Net 30 to Net 60 days. Improved cash flow and helped facilitate company’s return to profitability.

Composed effective accounting and ad-hoc reports summarizing A/P data for firm.

Consistently maintained accuracy in calculating figures and amounts such as shared/split billing.

Print daily quick checks in a timely manner.

Responsible for petty cash box for reimbursements or payments of general office expenses, as needed.

A/R Clerk, 6/1/2002 to 4/15/15

Perform financial transactions including verifying, classifying, computing, posting and recording accounts

receivable data.

Prepare bank deposits for firm’s operating account and/or trust account.

Ensure that all payments are accounted for and properly entered/posted.

Verify discrepancies regarding incoming payments and resolve clients’ billing issues.

Apply discounts as per the client’s billing agreement/requirements.

Write-off unpaid amount(s)/balance forward, as requested/approved by responsible attorney.

UT M.D. ANDERSON CANCER CENTER– Houston, TX

Senior Secretary, 1999-2000

Administrative support to 2 Social Work Units (Neurology and Endocrinology Departments). Work closely with Educational Coordinator to assist her in issuing CEUs to outside customers and Social Work Employees; Responsible for On-Call Rotation for the Department.

TEXAS DEPARTMENT OF HEALTH– Houston, TX

Administrative Technician III (Executive Secretary), 1996-1999

Administrative support to Regional Director for PHR 6/5 South. Assumed expanded responsibilities as the executive administrator of Regional Director, during his absence, by attending meetings and taking minutes/notes. Recognized by administration for injecting improvements and ideas regarding team building in administrative department.

Education

LEGAL TRAINING INSTITUTE – UNIVERSITY OF HOUSTON– Downtown

Courses: Legal Drafting, The State Court System, Texas Family Law, Federal and Texas Civil Procedure, The Law of Motions, Administrative Law and Introduction to Real Estate – 21 Hours

ADVANCED BUSINESS TRAINING CENTER – 10/88 -12/88

Secretarial/Word Processing – Included a review of English, clerical office procedures, correspondence formatting and interactive training on word processing equipment – Certificate of Completion

training and development courses/seminars

Focus on Customer Service l The Indispensable Assistant l The Essentials of Credibility, Composure and Confidence l Powerful PowerPoint Presentations

Technology Summary

MS Office (Outlook, Word, Excel, Access, PowerPoint) l LMS/LMS+ l PC Law l Juris 2.05 l Legal Master l Elite (Intro) l Time and Billing (TABS) l MVP Dictation System l Peachtree Accounting System l Windows (all)

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