Legal Secretary - Intellectual Property in Palo Alto, CA| LawFirmStaff

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Title : Legal Secretary - Intellectual Property

Location : California - Palo Alto
Refer to Job # XQMS844652


Legal Secretary - Intellectual Property Responsibilities: Run patent searches using Thomson or Questel Orbit tools. Perform prior-art searches. Perform basic analysis of large portfolios of patents to validate, categorize, and quantify patent search results. Check the status of and look up information for U.S. and international patents and apps (e.g., using USPTO PAIR and E2E, WIPO PATENTSCOPE, EPO Espacenet, Questel Orbit, Docket Navigator). Perform online research on products, including research in online databases for governmental regulatory agencies. Prepare and format large complex Excel spreadsheets, tables, and charts related to patent assets and/or products. Write, modify, and run macros for complex Excel spreadsheets. Prepare charts, graphs, and diagrams using Excel, Powerpoint, and Visio. Track and report on status of patent applications marked for monitoring. Maintain and index repositories of product-and patent-related documents. Prepare IDSs (including transmittals and SB/08 forms) for electronic filing at USPTO. Perform post-allowance checks on patent applications. Create and electronically transmit DocuSign documents to inventors. Prepare and mail signature packages to inventors. Generate requests for corrected filing receipts for electronic filing at USPTO. Primarily responsible for maintaining client bills and working in conjunction with our billing department to ensure client bills are processed in a timely manner. Review and revise monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails specific invoices to clients. Input lawyer time utilizing the firm's time entry software on a daily basis. Review available client billing guidelines for invoicing for lawyers; advise billing lawyers and billing department of any special exceptions and changes noted in billing guidelines so the special exceptions may be incorporated on client level and/or matter level Work with underwriting bills, including approved timekeepers, rate charts, billing agreements, special exceptions, styles, electronic billing and general billing processes. Maintain chart of invoices throughout the year in order to follow up on overdue payments, keep track of electronic billing as well as status of submitted invoices. Provide 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 a computer workstation. Schedule appointments and performs other tasks related to maintaining assignments calendars; schedule and coordinates meetings and conferences, including extensive travel, lodging, transportation and meal arrangements. Assist lawyers with paying State Bar and specific court dues and helps track CLE credits. Organize and manage financial duties for four different coalition groups by maintaining an Excel spreadsheet. Oversee the preparation and distribution of client memoranda and notebooks. Coordinate outsourced copy jobs; provides photocopying and/or scanning of correspondence, documents and other printed materials. Handle 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, etc. Draft, edit and disseminate information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc. Answer telephones and delivers accurate and timely messages. Interact with clients, vendors, lawyers, and staff to maintain good relations. Maintain workstation and surrounding area which may require lifting, squatting, kneeling or bending. Close files per lawyer requests; this may require lifting file bank boxes containing client files. Reconciles and submit travel, client development, and client expenses for reimbursement through Metastorm and reconciles AMEX statements for all assignments. Qualifications: High School Diploma required; some college and/or PLS Certification desirable. Should have 5 years of work experience in a law firm environment or related professional experience. Knowledge of legal terminology and of the court system and rules for filings and correspondence. Knowledge of electronic client invoicing. Strong organizational and records management skills. Working 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. Advanced computer and software application skills. Knowledge of Metastorm and BB Conference Scheduler software. Ability to gather data, compile information, and prepare reports. Ability to communicate effectively and with tact and diplomacy, both orally and in writing.
 
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