Legal Operations Billing Analyst

Location
Foster City, CA
Posted
Jul 21, 2021
Ref
2304410
Required Education
Bachelors Degree
Position Type
Full time
Legal Operations Billing Analyst
United States - California - Foster City

Gilead Sciences, Inc. is a research-based bio-pharmaceutical company that discovers, develops and commercializes innovative medicines in areas of unmet medical need. With each new discovery and investigational drug candidate, we seek to improve the care of patients living with life-threatening diseases around the world. Gilead’s therapeutic areas of focus include HIV/AIDS, liver diseases, cancer and inflammation, and serious respiratory and cardiovascular conditions.

Making an impact on a global scale
Inclusion is one of the company’s five core values. That’s because we know that we are stronger and more innovative at Gilead when we are informed by a diverse set of backgrounds, experiences and points of view. Gilead Sciences is a biopharmaceutical company that discovers, develops and commercializes innovative therapeutics in areas of unmet medical need. The company's mission is to advance the care of patients suffering from life-threatening diseases worldwide.

When you join Gilead, you join our mission to change the world by enabling people to live healthier and more fulfilling lives. Come join a mission-driven bio-pharmaceutical organization that values inclusion and diversity, has a strong portfolio of products, and is constantly #CreatingPossible

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About us

Gilead Sciences, Inc. is a research-based biopharmaceutical company that discovers, develops and commercializes innovative medicines in areas of unmet medical need. With each new discovery and investigational drug candidate, we seek to improve the care of patients living with life-threatening diseases around the world. Gilead's therapeutic areas of focus include HIV/AIDS, liver diseases, cancer and inflammation, and serious respiratory and cardiovascular conditions.

Being here matters. Together we deliver life-saving therapies to patients in need. With the commitment and drive you bring to the workplace every day, you will be part of a team that is changing the world and helping millions of people live healthier, more fulfilling lives.

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This role has been created within the Legal Operations team at Gilead Sciences, reporting to the Senior Manager of Legal Operations and will support the Legal department. The individual will assist with managing Legal department vendors and invoices through the company's onboarding processes, facilitate payment for services rendered and assist reporting request from various stakeholders. This position will be based in Foster City, CA (non-remote).

Key responsibilities include:
  • First line reviewer of all invoices submitted into eBilling portal;
  • Will be responsible for ensuring invoices from law firms and legal vendors comply with billing guidelines;
  • The individual will ensure compliance with financial controls including SOX and internal audits;
  • Leverage Oracle/SAP to research and resolve issues related to invoice inquiries;
  • The individual will be responsible for working with various corporate support functions to ensure processes conform with company standards including working with procurement to ensure Legal vendor onboarding conform to procurement guidelines;
  • The position will coordinate periodic reviews of pending invoices, invoice reports, and ensure outstanding invoices are processed in a timely manner;
  • Maintain process documentation;
  • Coordination with external legal vendors, internal Gilead Sciences colleagues in Internal Audit, Accounts Payable, Finance, and IT may be required to fulfill the responsibilities of this position;
  • Process settlement payments according to Gilead policy and procedures;
  • Respond to law firm and vendor queries regarding invoices, matters and payments;
  • Act as primary contact for invoicing issues with internal Gilead colleagues;
  • Monitor and reconcile invoices between ebilling and AP systems;
  • Monitor and audit invoices to ensure timely processing and in accordance with Outside Counsel and Billing guidelines;
  • Analyze rejections and/or deductions, resolve issues, coordinate and process revisions or adjustments;
  • Ensure matter engagement letter compliance;
  • Create and close matters;
  • Act as primary contact for all matter management issues with law firms and vendors;
  • Oversee timekeeper management, including new timekeeper requests and approvals.
  • Vendor on-boarding into payment system and billing system;
  • Oversee timekeeper management, including new timekeeper requests and approvals reviews;
  • Recommend process improvements to ensure efficiencies;
  • Proactively identify trends influencing Gilead's overall legal spending or matter workload;
  • Provide routine and ad hoc analysis and reporting;
  • Provide eBilling portal training to new Gilead Legal staff;


Basic Qualifications:
  • Education and Experience: 3 - 5 years increasing responsibilities working in a Legal Organization
  • Requires BS/BA degree
  • Experienced in Microsoft Office including PowerPoint
  • Experience with reporting tools a plus (e.g. Business Objects, Tableau)
  • Experience with electronic billing systems, matter management, databases, & analytical software tools
  • Must have excellent written and verbal communications skills


Preferred Qualifications and Experience:
  • Previous law firm experience in Billing;
  • Intellectually curious with 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 and persuasive manner to all levels of management;
  • Must have strong client service orientation and demonstrated 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);
  • Possess understanding of AP principles and ensuring compliance with legal billing guidelines;
  • Must be comfortable giving presentations and training sessions


Gilead Core Values
  • Integrity (always doing the right thing)
  • Teamwork (collaborating in good faith)
  • Excellence (working at a high level of commitment and capability)
  • Accountability (taking personal responsibility)
  • Inclusion (encouraging diversity)

For jobs in the United States:

As an equal opportunity employer, Gilead Sciences Inc. is committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, age, sexual orientation, physical or mental disability, genetic information or characteristic, gender identity and expression, veteran status, or other non-job related characteristics or other prohibited grounds specified in applicable federal, state and local laws. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans\' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact careers@gilead.com for assistance.

For more information about equal employment opportunity protections, please view the ‘EEO is the Law' poster.

NOTICE: EMPLOYEE POLYGRAPH PROTECTION ACT
YOUR RIGHTS UNDER THE FAMILY AND MEDICAL LEAVE ACT

PAY TRANSPARENCY NONDISCRIMINATION PROVISION

Our environment respects individual differences and recognizes each employee as an integral member of our company. Our workforce reflects these values and celebrates the individuals who make up our growing team.

Gilead provides a work environment free of harassment and prohibited conduct. We promote and support individual differences and diversity of thoughts and opinion.

For Current Gilead Employees and Contractors:

Please log onto your Internal Career Site to apply for this job.
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