Legal Administrative Assistant (IP)

Overview This non-exempt position performs full legal administrative duties for attorneys and patent agents under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. Requires a thorough knowledge of organizational procedures and precedents. Responsibilities Perform administrative functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports. Take dictation and transcribe, compose correspondence for client-related matters. Perform word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy – copy, format, etc. Prepare prosecution filings for review and approval by attorneys/agents (including preparation of IDSs, terminal disclaimers, restriction requirements, shell amendments, etc.). Handle filing of all Foreign/U.S. applications through PCT Easy/EFS Web and keep up with upgrades relating to electronic filing systems. Monitor client files and deadlines in PAIR and Pattsy Wave. Prepare and file assignments online with the USPTO. Calculate filing cost estimates. Copy, distribute, send (electronically and/or via mail, courier or express service), file and otherwise handle completed work. Coordinate travel arrangements. Maintain physical and electronic files, contacts, and dockets of cases for attorneys. Coordinate meetings and appointments, properly receive clients/guests, and maintain the attorney’s appointment calendar (including hearings, court appearances and other commitments). Handle incoming and outgoing mail. Qualifications Knowledge/Experience At least three to five years of experience with patent prosecution work and a strong working knowledge of U.S. Patent and Trademark rules, processes and procedures. Familiarity with general office procedures and legal terminology related to Intellectual Property (IP). Knowledge of IP-related technologies or similar technologies: PCT Easy, EFS Web, PAIR, Pattsy Wave, PatentHunter, CIP - Patent Annuity Service, USPTO, WIPO and Espace.net websites. Working knowledge and experience with the Firm’s technology and applications (NetDocuments; Chrome River; Intapp) preferred. Prior experience with handling expense reports, client bills, multi-line phones and conflict-checking forms, and with Interaction or another CRM database is strongly preferred. Prior experience supporting more than one attorney is required. Skills Advanced word processing/computer skills using MS Word, Excel, Outlook and PowerPoint. Excellent written and verbal communication skills, including grammar, spelling and punctuation. Strong phone etiquette, attention to detail, and follow-through. Knowledge of legal filing and record-keeping practices as relevant to IP. Highly organized with the ability to multi-task and meet deadlines. Strong customer service skills and the ability to work as part of a team. Education High school diploma required. Two years of college or equivalent preferred but not required. Physical Demands Must be able to move around the office up to 15% of the time to make copies, file, etc. Remains stationary at least 85% of the time. Operates computers and office productivity machines (e.g., copier, printer) regularly. May move documents or files weighing up to 15 lbs. Requires constant communication and exchange of information with firm attorneys, clients and staff. Must be able to view information on a computer screen at least 80% of the time. Working Conditions Office environment. Overtime required. #J-18808-Ljbffr Haynes and Boone, LLP