What are the responsibilities and job description for the Patent Practice Secretary position at Lowenstein Sandler?
Who We Are:
Lowenstein Sandler is one of the most sophisticated law firms in the United States, with over 375 lawyers and 300 business services professionals serving clients from offices in New York, Palo Alto, New Jersey, Utah, and Washington, D.C. We recruit candidates who seek a collaborative, entrepreneurial culture that prioritizes our clients, our colleagues, and the communities where we work and live. Committed to career development and to a diverse, equitable, and inclusive workplace, the firm offers many programs and opportunities for personal and professional growth. We seek professionals for our business services group who share these values.
What You Will Do:
The Patent Practice Secretary’s role is to provide administrative support and patent prosecution support to assigned firm personnel; assist and relieve attorneys and other personnel of administrative and clerical work by performing essential duties and responsibilities which include the following:
- Ability to prepare new patent applications for filing, including provisional, non-provisional, CON, DIV, CIP, §371 Request for Continued applications and all related documents.
- Assist with preparing reporting communications for the attorney to the client.
- Prepare responses and/or amendments to Office Actions.
- Prepare formal documents, obtain appropriate signature and follow-up as needed.
- Upload documents to the client’s database in a timely manner and ensure information and/or documents are uploaded accurately.
- Review issued patents and prepare Certificates of Correction, as directed.
- Prepare an Information Disclosure Statement (“IDS”) or Supplemental Disclosure.
- Maintain reference citations using database provided by the firm to track and upload references.
- Review the attorney’s docket, provide updated information to the docket staff and reconcile the docket as directed.
- Answer telephones for attorneys, as well as others in a professional manner; take messages and forward calls to appropriate parties.
- Receive and review incoming mail; process mail, including open, date stamp and route, as directed.
- Maintain the calendars of all assigned attorneys and schedule meetings for attorneys; remind meeting participants as necessary.
- Assist with revising routine correspondence and documents.
- Maintain skills necessary to function effectively and meet all expectations of the role, including the basic functions of core technology tools.
- Schedule meetings and notify all parties involved; remind participants of meetings.
- Assist with creating new client matter accounts (conflict checks, intakes, retainer letter and file opening).
- Maintain contact lists for client matters.
- Organize and maintain electronic and paper client files and keep filing up-to-date; retrieve existing files through Records Inquiry Online (RIO).
- Enter attorneys' time.
- Clarify tasks; confirm understanding.
- Assist with monthly billing, including meeting the firm and client’s deadlines, photocopying and final preparation for mailing.
- Prepare travel arrangements for attorneys and for clients, if needed.
- Provide back-up support to team members as required.
- Accept change and work to incorporate change into daily work environment.
- Ability to work remotely and ensure that tasks are completed timely and efficiently; maintains regular communication with staff, attorneys and supervisor while working remotely. Ability to follow firm policies and procedures while working remotely.
- Record tasks into LS Daily Connect daily and accurately.
- All other duties as assigned.
- Provide good client service by maintaining a positive and professional attitude as well as positive and cooperative relationship with legal staff, peers and administrators, as well as when interacting by phone or in person with the firm's clients and external contacts.
- Bachelor’s degree preferred, 1-2 years of experience in patent prosecution
- Familiarity with CFR, MPEP and other patent-related laws and regulations.
- Familiarity with reviewing and reconciling a patent docket.
- Basic knowledge of the USPTO’s Patent Center and Electronic Patent Assignment System (EPAS).
- Basic knowledge of Microsoft Word, Outlook, Excel, and docket software.
- Provide high-level client service by possessing and utilizing strong telephone and interpersonal skills with legal staff, peers and administrators, as well as the firm’s clients.
- Exhibit effective communication skills by demonstrating tact, diplomacy and discretion when presenting information and responding to questions from clients, attorneys, managers, etc.
- Work to efficiently produce work product with a high level of attention to detail; reviews and proofreads documents for grammar, spelling, readability, etc.
- Able to keep abreast of practice area processes as appropriate to the position.
- Accept change and work to incorporate change into daily work environment.
- Able to work remotely and ensure that tasks are completed timely and efficiently; maintains regular communication with staff, attorneys and supervisor while working remotely. Able to follow firm polities and procedure while working remotely.
- Basic knowledge of Finance Department forms (check requests, trust account service memos, expense reports).
- Basic knowledge of office organization, workflow and procedures.
- Basic knowledge and use of firm’s technological tools.
- Take initiative to learn new skills that will contribute to enhance performance of role.
- Ability to prioritize work and adjust priorities.
- Maintain reliable attendance record and punctuality.
- Embrace change and adapts well in new environments.
Schedule: Monday through Friday, Full-time
- CA: 9:00 am – 5:30 pm PT
- UT: 9:00 am – 5:30 pm MT
- NJ: 9:00 am – 5:00 pm ET
For candidates meeting the requirements, the expected base salary is $85,000 to $90,000 for NJ/UT and $85,000 to $95,000 for CA. The range provided is the salary that Lowenstein Sandler in good faith believes at the time of this posting that it is willing to pay for the advertised position. Exact compensation will be determined based on individual candidate qualifications and location. Our benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.
Disclaimers:
This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities required by employee.
Lowenstein Sandler LLP is not accepting resumes from search firms for this position. Regardless of past practice, all resumes submitted by search firms are to be deemed the sole property of Lowenstein Sandler LLP, and no fee will be paid in the event the candidate is hired by Lowenstein Sandler LLP as a result of the referral.
Lowenstein Sandler LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.
Salary : $85,000 - $90,000
