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Title : Legal Secretary - Intellectual Property

Location : California - San Francisco
Refer to Job # POGM732874

Legal Secretary - Intellectual Property The candidate will be responsible to run patent searches using Thomson or Questel Orbit tools. Perform prior-art searches and basic analysis of large portfolios of patents to validate, categorize, and quantify patent search results. Check 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. Have an eagle eye for typos and formatting. 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. Reviews and revises 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. Reviews available client billing guidelines for invoicing for lawyers; advice 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. Works with underwriting bills, including approved timekeepers, rate charts, billing agreements, special exceptions, styles, electronic billing and general billing processes. Maintains 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. 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. 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. Assist lawyers with paying State Bar and specific court dues and helps track CLE credits. Organizes and manages financial duties for four different coalition groups by maintaining an Excel spreadsheet. Oversee the preparation and distribution of client memoranda and notebooks. Coordinates outsourced copy jobs; provides photocopying and/or scanning of correspondence, documents and other printed materials. 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, 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. Interacts with clients, vendors, lawyers and staff to maintain good relations. Maintains workstation and surrounding area which may require lifting, squatting, kneeling or bending. Closes files per lawyer requests; this may require lifting file bank boxes containing client files. Reconciles and submits travel, client development and client expenses for reimbursement through Metastorm and reconciles AMEX statements for all assignments. Other projects as assigned by the Secretary Services Manager, Partner in Charge and Office Administrator. The candidate must have a High School Diploma; some college and/or PLS Certification is desirable. Minimum of 5 years work experience in a law firm environment, or related professional experience is essential. Knowledge of legal terminology and of court system and rules for filings and correspondence is required. Knowledge of electronic client invoicing is essential. Ability to gather data, compile information and prepare reports is needed. Strong organizational and records management skills is must. Ability to communicate effectively and with tact and diplomacy, both orally and in writing is essential. Ability to maintain confidentiality of all information is needed. Advanced computer and software application skills are must. Ability to organize and prioritize numerous tasks is necessary. Working knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc is required. Must have working knowledge of New Business Intake, LegalKey, Copitrak, InterAction, Intapp Time and Elite software. Knowledge of Metastorm and BB Conference Scheduler software is necessary. Ability to proofread materials for contextual, grammatical, typographical or spelling errors is desired. Must have strong organizational, decision-making skills and problem solving skills.

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