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Location : Texas - Austin
Refer to Job # FIEF850837
Legal Secretary, Intellectual Property The candidate will 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; creates new patent case records in Firm systems including the CPI docket system, although this position does not involve substantial docket maintenance. 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, Notice of Allowances and payment of Issued Fees. Ensure maintenance fees and annuity renewals are paid. Monitor and update prosecution deadlines in spreadsheets and by communicating with other firm personnel. Review incoming USPTO correspondence and report to clients. Investigate prosecution-related issues in PAIR. 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 draft client invoices; prepares correspondence for each and submits revised draft invoices 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. Books vendor invoices, such as inbound draftsman and foreign associate invoices, in the firm's payment systems for processing and payment by other staff, and checks incoming statements to verify bookings. Interacts and communicates directly 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. This may require lifting file bank boxes containing client files. Reconciles and submits travel, client development, and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments. Other projects as assigned by Partner in Charge and Office Administrator. High School Diploma required; some college and/or PLS Certification desirable. Minimum of five (5) years work experience in a law firm environment, or related professional experience. Knowledge of legal terminology and of court system and rules for filings and correspondence. Knowledge of electronic client invoicing. Ability to gather data, compile information and prepare reports. Strong organizational and records management skills. Ability to communicate effectively and with tact and diplomacy, both orally and in writing. Ability to maintain confidentiality of all information. Advanced computer and software application skills. Ability to organize and prioritize numerous tasks. Strong knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc. Working knowledge of New Business Intake, LegalKey, Copitrak, InterAction, Intapp Time and Elite software. Knowledge of Chrome River and BB Conference Scheduler software. Ability to learn and use databases. Ability to work effectively with a wide range of individuals. Ability to multi-task and work well under time constraints. Ability to work well independently and in a team environment. Ability to proofread materials for contextual, grammatical, typographical or spelling errors. Must have strong organizational, decision-making skills and problem solving skills. Must be reliable, a self-starter and have a professional demeanor.
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