What are the responsibilities and job description for the Docketing Assistant position at WilmerHale?
WilmerHale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States, Europe and Asia. Our lawyers work at the intersection of government, technology and business, and we remain committed to our guiding principles of providing quality, excellent legal and client services; developing diversity among our lawyers and staff and cultivating an environment that promotes an ambitious spirit, collaboration and collegiality by drawing on the extraordinary talents and dynamic experience of our lawyers. Our goal is to reflect the diversity of our clients and the communities in which we practice.
What You Will Be Doing
The Docketing Assistant provides administrative assistance for financial and docketing tasks in the Intellectual Property (“IP”) Department. Regarding financial tasks, the Assistant handles IP-related invoices, replenishes the Department’s deposit accounts, and processes and reconciles charges made on the Department’s credit card. Regarding Docketing, the Assistant provides support to the Docketing Coordinators for tasks, like generating and distributing docket reports and saving correspondence into the Firm’s document management system.
- Process vendor and foreign associate invoices relating to the IP Department, including reviewing, tracking, and entering invoices into expense software Chrome River.
- Reconcile vendor/associate Statements of Account and communicate with Accounting department to track missing invoices.
- Directly contact vendors and associates to request executed IRS forms and copies of invoices as necessary.
- Process expense vouchers and statements of charges in order to reconcile/replenish funds to deposit accounts held by the Department with the U.S. Patent and Trademark Office, the World Intellectual Property Organization, and the U.S. Copyright Office.
- Provide Docketing assistance on tasks such as generating and distributing weekly docket reports, and saving incoming correspondence from foreign associates into the proper client/matter workspace in the Firm’s document management system.
- Contributes to the firm's Service Excellence initiative to consistently improve its image internally and externally. Displays professionalism, quality service and a “can do” attitude to internal members/departments of the firm as well as external clients and vendors via electronic and print correspondence, over the telephone and in-person.
- Assumes additional responsibilities as assigned.
