Legal Staff Legal Secretary in Chicago, IL

Job Description:
IP Legal Secretary
The candidate provides highly specialized patent prosecution support to the Intellectual Property attorneys and assists with other administrative duties as assigned by the practice group or firm leadership. Successfully completes a heavy docket of filing and administrative deadlines, including handling last minute filings and requests from clients, attorneys, or firm administration. Actively participates in risk management related to detailed independent docketing of due dates and client or attorney requested by dates, careful review of client instructions, accurate preparation of documents, file maintenance/handling procedures, timeliness/responsiveness, and overall quality of service. Strictly adheres to established policies and procedures to meet the expectations of the firm administration, clients, and attorneys. Identifies and applies special client instructions and attorney preferences related to workflows, document preparation, and billing. Prepares U.S. Patent and Trademark Office ( USPTO ) documents in signature ready order and files electronically or in hard copy, beginning with the new application through to the issue of the patent and related to utility, design, and plant applications, including U.S. national phase, non-provisional, provisional, divisional, continuation, continuation-in-part, reexamination, and reissued applications. Prepares on-demand and monthly client debit notes in client ready order. Researches and resolves client billing inquiries and PTO deposit account or credit card charges and refunds. Assists with implementation of alternate fee arrangements and determination of special client billing procedures. Maintains up-to-date knowledge of the Rules of Practice in relation to Intellectual Property both domestically and internationally. Prepares client, agent, and vendor correspondence in signature ready order and corresponds directly with clients under attorney guidance. Receives and screens telephone calls in a manner consistent with office policy and attorney preference. Opens, sorts, and distributes mail in compliance with office policy and procedure and in accordance with attorney preference. Coordinates the scheduling of conferences, meetings, appointments, and preparation of materials. Coordinates maintenance of calendar meetings and upcoming events. Coordinates business trips including the making of travel arrangements by securing air, hotel, and car reservations. Provides overall proactive, professional, and detailed service to both internal and external contacts. High School Diploma or GED degree is required. Bachelor s Degree and/or specialized training is preferred. Should have 5+ years of increasing responsible, directly related patent prosecution experience. Some IP litigation and/or trademark experience is preferred. Proficiency in Japanese and English language skills are required.

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