Annuities Assistant

The Annuities Assistant is responsible for providing administrative support to the Firm’s patent annuity process including daily, weekly, and monthly departmental tasks. Position assists with research projects to verify data; performs annuity payment status checks for incoming patent matters; and processes general correspondence received via the department’s shared mailbox. The Annuities Assistant reports to the Annuities Manager.

ESSENTIAL FUNCTIONS:

• Responds to communications as assigned and in accordance with department practices.
• Utilizes the Annuities Department’s shared calendar to track open items; and close/move as needed.
• Performs a daily review of Annuities’ shared mailbox folders to identify legitimate correspondence for review.
• Utilize CPi to process monthly download of annuity payment receipts.
• Coordinates mailing of certified letters to clients when required and as directed by manager/specialists.
• Addresses/directs internal inquiries about client’s annuity service model and/or contact data viewed via Client Management Hub (CMH).
• Processes annuity data from New Client Requests; establish annuity management settings at the client level as necessary and confirm annuity management activation/deactivation with responsible attorney.
• Notify associates of instructed abandonments; and respond to annuity reminders from associates.
• Processes abandonment updates via CMH in accordance with firm procedures.
• Attends to online updates at USPTO to update Fee Addresses and/or entity status.
• Handles management of signature and filing of Power of Attorneys received from annuity vendor, CPi.
• Process CPi invoices, settlements, and statements; and respond to general inquiries from Finance.
• Reviews physical mail received by department to verify received and addressed via Scanned mail process.
• Enter billable time into firm’s financial system, Aderant, as applicable or directed by the manager.
• Assist with file intake by confirming annuity payment status for patent matters transferred to the firm.
• Provide onsite/remote coverage during emergencies or reduce staffing situations as directed.
• Assist with other responsibilities, tasks and projects as assigned.

QUALIFICATIONS:

• Bachelor’s degree or minimum of two years of work experience in professional services, or equivalent combination of education and work experience.
• Highly proficient in MS Outlook, Word, and Excel and basic computer and database management skills with a willingness to develop proficiency in the firm’s IP software and business applications such as CPi, AMS, IPDAS, Aderant, iManage, etc.
• Strong time management, prioritization, problem-solving, and organizational skills and the ability to work effectively in a high pressure environment.
• Strong interpersonal skills and ability to work effectively with different levels of constituencies
• Flexibility and capacity to respond calmly, efficiently, and effectively in stressful situations.
• Ability to adhere to established hybrid/work schedule, but with flexibility required to respond to workload demands including overtime requests when needed.
• Punctual and reliable and able to meet set deadlines and work effectively under pressure.
• Ability to maintain confidentiality of matters and other firm business information.

The expected salary range for this position is $51,700 - $67,100 annually. Actual pay will be determined based on experience and other job-related factors permitted by law. Any offer of employment is subject to the successful completion of a background check (and reference check). It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Wolf Greenfield offers a comprehensive benefit package focused on the overall well-being of firm employees. Our benefits include multiple health care plan options, vision and dental insurance, flexible spending accounts/health saving accounts and life insurance. Eligibility for our employer sponsored 401(k) plan includes an employer match and discretionary profit sharing. The firm is invested in our employees development by providing tuition reimbursement and professional development opportunities. Additionally, WGS offers further benefits and perks focused on employee well-being including generous paid time off; including sick time and vacation time, parental leave, commuter benefits, charitable matching gift program, well-being support and much more!

Job Type: Full-time

Pay: $51,700.00 - $67,100.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Tuition reimbursement
• Vision insurance

Work Location: Hybrid remote in Boston, MA 02210

Salary : $51,700 - $67,100