Summary:
Organize, maintain and update Intellectual Property records to enhance the effectiveness of the IP attorneys and staff.
General Responsibilities:
- Monitor records inboxes and ensure correct identification, storage and organization of all emails and documents in the firm's WorkSpaces (virtual files) based on protocols established by the IP department
- Review scanned paper mail and electronically file documents; forward copies to attorneys and staff as necessary
- Locate and retrieve physical files for attorneys and staff as requested
- Coordinate with records department to track and retrieve physical paper files from other offices, central records and/or offsite storage as requested
- Add scanned documents to docket records as necessary
- Audit existing v-files and address organizational needs
- Assist with v-filing incoming USPTO documents in appropriate workspaces
- V-file documents attached to emails, using established naming protocols
- Assist attorneys with scanning and v-filing hand written notes and client instructions in appropriate workspaces
- File Engagement Letters for All Clients in appropriate workspaces
Special Projects:
- Assist with file intake, i.e., assist in the review and organization of paper and electronic files received from client/previous counsel
- Scan paper files as necessary and coordinate larger file scanning jobs with Office Services
- Assist with preparing paper and electronic files for transferring out of firm based on protocols established by the IP department
- Providing assistance with internal file audits and other special projects as necessary
Required Skills:
- Strong attention to detail, knowledge of grammar, spelling and punctuation, strong problem solving skills and excellent customer service skills.
- Proficiency in the use of Word, Outlook, Excel, and E-mails with attachments.
- Familiarity with FileSite, iManage
- Understands IP language and terms
- Understands IP Records processes and goals
- Bachelor's Degree preferred
