Please send resume should you be interested in the following IP Legal Secretary position located in either DC/NYC. This is a full-time, direct-hire position with a salary between 90-105K plus OT and awesome benefits. If you’re not interested, please pass along to your colleagues as we do pay referral fees.
Job Title: IP Legal Secretary
Location: DC/NYC
Salary: 90-105K
OT Eligible: YES
Work Environment: 3 days onsite / 2 days WFH
This position is approximately 80% billing and the other 20% is light admin work.
5+ years of experience in an administrative position
3+ years of experience in Patent Prosecution.
JOB SUMMARY
Under limited direction, guided by department objectives and priorities, the IP Secretary must perform a variety of secretarial tasks to support assigned patent and /or trademark attorneys and other timekeepers (collectively referred to as “timekeepers”). A key component of this position is to provide a high level of internal and external client service and support, while producing a high volume of consistently excellent work product. In addition, an IP Secretary must maintain a general knowledge of the Firm’s patent and/or trademark practice area and a specialized knowledge of the assigned timekeepers’ practice area(s) and clients.
ESSENTIAL DUTIES AND RESPONSIBILITIES*
Primary responsibilities of this position include but are not limited to:
Billing/Expenses:
- Firm financing and effective operations are heavily dependent upon the IP Secretary’s efforts to ensure that client bills are accurately produced on a monthly basis. It is also important to obtain prompt reimbursement for a timekeeper’s business-related expenses. This includes, but is not limited to, such duties as:
- Prepare, edit, proofread and/or close daily time entries as directed by assignments; may help create draft time entries from calendars and notes.
- Under general direction from partner and accounting personnel, edit, proof and complete complex clerical procedures relating to billing for clients; may assist in collection efforts.
- Prepare expense reimbursement documentation for assigned attorneys/agents for submission to Accounting as appropriate.
- Review foreign associate bills for services rendered and forwards to the timekeeper for approval. From time-to-time will assist with reviewing and reconciling statements from foreign associates.
- Obtain missing time entries from assigned timekeepers.
Administrative Duties:
- IP Secretaries are responsible for ensuring the smooth and efficient operation of their timekeepers daily schedule.
This includes, but is not limited to, such duties as:
- Calendar due dates, speaking engagements, meetings and deadlines
- Make appointments and schedule interviews.
- Create and maintain files including, but not limited to, saving emails and other electronic files.
- Screen and route telephone calls.
- Receive and direct clients and visitors.
- Coordinate travel arrangements with travel agency and firm's Travel Coordinator.
- Handle routine client/non-client inquiries with little or no guidance.
- Perform research as directed.
- Coordinate resources to ensure multiple and complex tasks/activities are completed as required.
- Provide guidance (i.e., mentoring) for new employees.
- Provide overflow assistance as needed.
Document Preparation:
- In order to provide clients with legal services of the highest quality, it is essential that IP Secretaries produce accurate, error-free and properly-formatted documents. This includes, but is not limited to, such duties as:
- Prepare a variety of correspondence, reports, memoranda, and legal documents required by the timekeepers to whom assigned from handwritten notes, transcribing equipment, drafts or oral instructions.
- Proofread, photocopy, assemble, and distribute prepared materials as necessary.
- Keyboard, scan and revise a variety of documents.
- Coordinate lengthy document production with Resource Center personnel
Client Service:
- In order to maintain good client relationships, it is important for IP Secretaries to provide relevant and timely information to clients and timekeepers (including times when they are out of the office) in a professional, courteous and effective manner. This includes, but is not limited to, such duties as:
- Ensure exemplary client service to all internal and external clients; proactively promote client service throughout department and among teams; respond to peer requests with recognition that the request serves a client or Firm need.
- Proactively communicate with internal and external clients to ensure that administrative customer service needs are met.
- Regularly review client service procedures and standards in relation to job position and implement improvements and enhancements to client service.
Document Management:
- The quick retrieval of information is a key aspect to providing high-quality legal services. As such, it is important for IP Secretaries to maintain current and orderly electronic and paper files according to Firm guidelines. This includes electronic files in iManage, Outlook and FileTrail.
- Duties include but are not limited to:
- File maintenance
- Preparing requests to open new U.S. or foreign matters,
- Filing official documents and correspondence,
Coordinating Workflow:
- IP Secretaries are responsible for ensuring their timekeeper’s work is prioritized so that all deadlines are met.
Teamwork:
- IP Secretaries are expected to work together as a team to support the Firm and meet the needs of its clients. As such, they are responsible for assisting one another with overflow work and filling in for each other during absences when necessary.
- IP Secretary Core Duties:
- Submits Conflict Checks
- Prepares Engagement Letters
- Requests new client matter numbers
- Matter specific research / search at USPTO at attorney’s request
- Monitor and answer any assigned docket items by the close of business each day
- Invoice processing
Patent Prosecution
- Send search requests to search firm
- Prepare & send PFS results to Client
- Send attorney filing recommendations to client
- Send first draft of application to inventors / client, including inventor confirmation
- Prepare/ analysis shells (US / foreign)
- Forward draft response to client (US / foreign)
- File responses (US)
- Petition to Expunge Pre-Allowance
- Status Checks & Inquiries
- Terminal Disclaimer(s)
- Petition to Revive – OA response
- RCE with decision to withdraw from petition
- Request for Continuing Examination (depending upon stage of prosecution)
- Petition to Withdraw (as Counsel)
- Miscellaneous PTO Communications and tasks not covered under the Patent Prosecution Department (PPD) job description (PPD Coordinator assigns to appropriate secretary)
- Estimates
- Trademark
- Prepare weekly attorney docket reports
- Gathering evidence from iManage (Certificates of Registration) at attorney’s request
- Client Spreadsheets (Reports)
- Assisting with Client invoicing
- Client Collections (in coordination with and at the direction of the Accounting Department)
- Proofreading /Quality Review of primary duties
- Reporting/Communications
US conversion/Foreign Filing reminders
- Restriction Requirements
- Advisory Actions
- Applicant / Examiner-initiated Interview Summary
- Decisions on Petition
- Interview Summaries (not received with OA/NOA)
- Notice of Non-Compliant Amendment
- Ex-Parte Quayle
- Notice of Abandonment
MINIMUM QUALIFICATIONS
- Excellent computer skills with knowledge and ability to work proficiently with Microsoft Office Suite products, especially Excel.
- Knowledge of and familiarity with accounting systems, including time and billing, expenses, conflicts, new matter/new business intake programs).
- Excellent written and verbal communication skills.
- Attention to detail, accuracy, and thoroughness.
- Ability to maintain confidentiality.
- Detail oriented with ability to handle multiple projects simultaneously and meet deadlines.
Education:
- High School Diploma or equivalent required. College degree preferred.
Experience:
- Minimum 3 years of IP secretarial experience in a law firm supporting billing attorneys.
