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Legal Secretary (IP)

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Haynes and Boone, LLP

Sep 13, 2024

  • Job
    Full-time
    Mid & Senior Level
  • Legal
  • Washington
  • Quick Apply

AI generated summary

  • You need 3-5 years in patent prosecution, IP terminology knowledge, proficiency in related technologies, advanced computer skills, excellent communication, and strong organizational abilities.
  • You will manage administrative tasks, prepare legal documents, handle filings, monitor deadlines, coordinate meetings, and assist attorneys with client-related matters and correspondence.

Requirements

  • - At least three to five years of experience with patent prosecution work and a strong working knowledge of U.S. Patent and Trademark rules, processes and procedures.
  • - The secretary should possess working knowledge of general office procedures, as well as, strong familiarity with legal terminology related to Intellectual Property (IP).
  • - Must be knowledgeable in the following IP related technologies or similar technologies: PCT Easy, EFS Web, PAIR, Pattsy Wave, PatentHunter, CIP - Patent Annuity Service, USPTO, WIPO and Espace.net websites.
  • - Working knowledge and experience with the Firm’s technology and applications strongly preferred (DeskSite; Chrome River; Carpe Diem).
  • - Prior experience with handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another CRM database, is strongly preferred.
  • - Prior experience supporting more than one attorney is required.
  • - The legal secretary must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook and PowerPoint.
  • - The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation.
  • - Strong phone etiquette, attention to detail and follow through skills are required.
  • - Must be knowledgeable with legal filing and record-keeping practices as relevant to IP.
  • - Must be highly organized and able to successfully multi-task and meet set deadlines.
  • - Strong customer service skills, ability to be flexible and work effectively as part of a team is required.
  • - The legal secretary should possess a high school diploma.
  • - Two years of college or equivalent preferred but not required.
  • - Must be able to move around the office up to 15% of the time to make copies, fax, file, etc.
  • - Remains stationary at least 85% of the time.
  • - This position operates computers and other office productivity machines (e.g., fax machine, copier, printer) on a regular basis.
  • - Occasionally required to move documents or files weighing up to 15 lbs.
  • - This position requires constant communication and exchange of information with the firm attorneys, clients and staff.
  • - This position must be able to inspect and observe information on a computer screen at least 80% of the time.
  • - Office Environment.
  • - Overtime required.

Responsibilities

  • Perform secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports.
  • Takes dictation and transcribes, composes correspondence for client-related matters.
  • Performs word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed.
  • This includes proofreading and redlining work for accuracy - copy, format, etc.
  • Preparation of prosecution filings for review and approval by attorneys/agents (including preparation of IDSs, terminal disclaimers, restriction requirements, shell amendments, etc.)
  • Handles filing of all Foreign/U.S. applications through PCT Easy/EFS Web and keeping up with upgrades relating to electronic filing systems.
  • Monitors client files and deadlines in PAIR and Pattsy Wave.
  • Preparation and filing of assignment recordation on-line with the USPTO.
  • Calculates filing cost estimates.
  • Copies, distributes, sends (electronically and/or via mail, courier or express service), files and otherwise handles completed work.
  • Coordinates travel arrangements.
  • Maintains physical and electronic files, contacts, and maintains dockets of cases for attorney.
  • Coordinates meetings and appointments, and properly receives clients/guests, as requested; keeps appointment calendar for attorney (including hearings, court appearances and other commitments).
  • Handles incoming and outgoing mail.
  • Provides secretarial assistance to summer associates, visiting attorneys and attorneys whose secretaries are absent.
  • Performs other related duties as needed or assigned.

FAQs

What type of experience is required for this position?

At least three to five years of experience with patent prosecution work and a strong working knowledge of U.S. Patent and Trademark rules, processes, and procedures are required.

What responsibilities does the Legal Secretary have?

The Legal Secretary performs secretarial and administrative duties including processing client requests, managing client bills, taking dictation, preparing prosecution filings, handling electronic filings, maintaining files, coordinating travel arrangements, and managing attorney calendars.

Are there any specific technologies that I need to be familiar with for this role?

Yes, familiarity with IP related technologies such as PCT Easy, EFS Web, PAIR, Pattsy Wave, and experience with DeskSite, Chrome River, and Carpe Diem is strongly preferred.

What skills are essential for the Legal Secretary position?

Essential skills include advanced word processing and computer skills, excellent written and verbal communication, strong attention to detail, customer service skills, and the ability to multi-task effectively while meeting deadlines.

Is overtime required for this role?

Yes, overtime is required for this position.

What qualifications are preferred in terms of education?

A high school diploma is required, and two years of college or equivalent education is preferred but not mandatory.

Who does the Legal Secretary report to?

The Legal Secretary reports directly to the Office Administrator or HR representative and indirectly to assigned attorneys.

What is the work environment like for this position?

The work environment is an office setting, and the position involves remaining stationary for at least 85% of the time while occasionally needing to move around the office.

Will I need to support multiple attorneys?

Yes, prior experience supporting more than one attorney is required for this role.

What physical demands are associated with the Legal Secretary position?

The position requires the ability to move around the office up to 15% of the time, inspect and observe information on a computer screen at least 80% of the time, and occasionally move documents or files weighing up to 15 lbs.

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Haynes and Boone, LLP

Law
Industry
1001-5000
Employees
1970
Founded Year

Mission & Purpose

Haynes Boone, is an international corporate law firm with 19 offices, spanning Texas, New York, California, Charlotte, Chicago, Denver, Virginia, Washington, D.C., London, Mexico City and Shanghai, providing a full spectrum of legal services in energy, technology, financial services and private equity. With about 650 lawyers, Haynes Boone is ranked among the largest U.S.-based firms by The National Law Journal, The American Lawyer and The Lawyer. It was recognized in the BTI Consulting Group’s 2022 “A-Team” report, which identifies the law firms that in-house counsel commend for providing superior client service. The firm is also recognized as a leader in DEI initiatives. It achieved Mansfield Rule 5.0 certification in 2022 after completing a rigorous 12-month collaboration with Diversity Lab.