Job Title: Intellectual Property Assistant Floater
Supervisors: Office Administrator, Intellectual Property Assistant Supervisor, Assigned Attorney(s) and/or Scientist.
Status: Non-Exempt
Location: OrangeCounty - this position depends upon the ability of the employee to work closely with attorneys and staff members during regularly scheduled hours.
General Summary: Support attorney(s) and/or patent scientists in the preparation and prosecution of legal documents. Must be able to follow instruction, complete assignments in a timely manner, and be able to work cohesively within a team environment. This position requires the ability to work overtime, which often cannot be predicted in advance.
Responsibilities and Duties:
1. Assist in preparation and prosecution of legal documents.
1.1. Compose, draft and revise documents and forms as required.
1.2. Word processing, transcribe letters and short documents, complete macro letters, and revisions.
1.3. Correctly calculate fees and submit to appropriate agency as required.
1.4. Schedule couriers, notarial services, and other special functions as needed.
1.5. Transmit documents to clients, courts, the PTO, Secretary of State, Copyright Office and other agencies via appropriate method of service.
1.6. Maintain client databases for assigned clients including patent portfolios and status reports.
2. Maintain attorney appointment and due date calendars ensuring that all dates are met.
2.1. Verify that all dates calendared by the docketing department are correct.
2.2. Submit daily updates and responses to due dates for PTO, Copyright Office, and other applicable agencies.
3. Participation in billing process.
3.1. Ensure that billable hours are input correctly into the Carpe Diem system in a timely manner.
3.2. Ensure that WIPS are reviewed and that necessary changes are correctly entered in a timely manner.
4. Provide typical support functions.
4.1. Run conflict checks to ensure that files are generated; follow up to ensure files are opened timely and maintained accurately.
4.2. File and maintain documents in iManage matter workspaces.
4.3. Ensure that changes are made in the matter workspace, docketing system, client information database, timebiller’s Outlook record (CRM) and Carpe Diem as needed, and that all amendments are entered to the appropriate document.
4.4. Make travel arrangements
4.5. Prepare and reconcile expense reports utilizing Chrome River.
4.6. Screen all calls, assisting callers whenever possible without giving legal advice. Ensure that messages are complete and relayed in a timely manner.
4.7. Perform research as requested using Private PAIR, TARR and other reference sources. Obtain copies of patents, image file wrappers and other such documents as requested.
4.8. Locate and copy cases from case volumes and related databases for attorney’s research.
5. Lend support to the overall function of the Firm.
5.1. Assist in the training of new employees as requested.
5.2. Assist in providing coverage for absent IP Assistants as requested.
5.3. Other duties as assigned by Office Administrator, IP Assistant Supervisor or time billers.
Required Knowledge, Skills & Abilities:
1. Must meet minimum testing requirements.
2. Knowledge of correct grammar and punctuation.
3. Ability to communicate clearly and effectively, both orally and in writing.
4. Ability to analyze and solve problems.
5. Ability to use office equipment and software programs.
6. Desire to work in a fast paced environment.
7. Must be able to lift and carry up to 25 pounds.
Education and Experience:
Prior experience in intellectual property is highly desirable. College level courses in composition and communication skills are beneficial. Working knowledge of MS Word required. Experience with Excel, PowerPoint, iManage or other document management system preferred.
EOE/AA
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