Job Description

Position: IP Legal Secretary

Law Firm: Top 20 Ranked Globally

Location: Dallas

Onsite Schedule: Hybrid

Target Salary: $80,000 - $100,000 (DOE) with OT and Bonus as additional compensation

Essential Duties and Responsibilities

• Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence. This may require spending long periods of time at computer workstation.
• Format patent prosecution documents including amendments, petitions, restriction requirements, advisory actions, notice of incomplete documents, information disclosure statements, response to notice to file missing arts and certificate of corrections, provisional and non-provisional (Utility), draft responses to office actions.
• Establishes, maintains, processes, and/or oversees files, correspondence, databases, records, certificates, and/or other documents.
• Prepares documents and correspondence requiring knowledge of legal terminology and document formats, such as patent applications, Information Disclosure Statements, Response to Missing Parts, Amendments and other miscellaneous Patent Office responses.
• Request for Continued Examinations.
• Monitor and update prosecution deadlines.
• Review incoming USPTO correspondence and report to clients.
• Investigate prosecution-related issues in Patent Center.
• Schedules appointments and performs other tasks related to maintaining assignments’ calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation, and meal arrangements.
• Coordinates outsourced copy jobs. Provides photocopying and/or scanning of correspondence, documents and other printed materials. May require lifting and carrying file folders without assistance.
• Handles in-coming correspondence (including gathering and/or preparing needed materials for lawyer’s review of same in timely fashion), as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, FedEx’s, etc.
• Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc.
• Answers telephones and delivers accurate and timely messages.
• Reviews and revises monthly prebills; prepares correspondence for each and submits revised prebills and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails specific invoices to clients.
• Inputs attorney time as needed utilizing the Firm’s time entry software on a daily basis.
• Interacts with clients, vendors, attorneys and staff to maintain good relations.
• Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending.
• Closes files per lawyer requests in Firm software, currently NBI.
• Reconciles and submits travel, client development, and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments.

Qualifications

• Minimum of three (3) years work experience in a law firm environment, or related professional experience.
• Knowledge of legal terminology, USPTO systems, and rules for filings and correspondence.
• Working knowledge of New Business Intake, The Source, Intapp Time, Aderant, Chrome River, and CPI software.
• Familiarity with Anaqua would be beneficial.
• Knowledge of Chrome River and BB Conference Scheduler software.

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