IP Legal Administrative Assistant

Job title: IP Legal Administrative Assistant in Kansas City, MO at Shook Hardy & Bacon
Company: Shook Hardy & Bacon
Job description: Job Description:Contributes to the efficient operation of the firm by assisting attorneys, other legal personnel, and professional staff with administrative, technical and organizational tasks. Under limited direction, guided by department objectives and priorities, an IP LAA must perform a variety of tasks to support assigned patent attorneys and other timekeepers (collectively referred to as "timekeepers"). A key component of this position is to provide a high level of internal and external client service and support, while producing a high volume of consistently excellent work product. In addition, an IP LAA must maintain a general knowledge of the Firm's patent practice area and a specialized knowledge of the assigned timekeepers' practice area(s).All IP LAAs are expected to provide professional and quality support to a team of timekeepers. This requires (i) teamwork; (ii) the ability to work closely and effectively with others; (iii) strong communication and technical skills; and (iv) the ability to work under deadlines, time pressures and a high level of demand.Administrative Duties: IP LAAs are responsible for ensuring the smooth and efficient operation of their timekeepers' daily schedule. This includes, but is not limited to, such duties as:

• Calendar due dates and deadlines
• Confirm interviews have been scheduled.
• Create and maintain files including, but not limited to, saving emails.
• Handle routine client/non-client inquiries with little or no guidance.
• Coordinate resources to ensure multiple and complex tasks/activities are completed as required.
• Provide guidance (i.e., training, mentoring and quality assurance) for new IP LAAs.
• Provide overflow assistance as needed and/or assigned.

Document Preparation: In order to provide clients with legal services of the highest quality, it is essential that IP LAAs produce accurate, error-free and properly-formatted documents. This includes, but is not limited to, such duties as:

• Prepare a variety of correspondence, reports, memoranda, and legal documents required by the timekeepers to whom assigned from handwritten notes, transcribing equipment, drafts or oral instructions.
• Proofread, photocopy, assemble, and distribute prepared materials as necessary.
• Keyboard, scan and revise a variety of documents.
• Coordinate lengthy document production with Resource Center personnel.

Document Management: The quick retrieval of information is a key aspect to providing high-quality legal services. As such, it is important for IP LAAs to maintain current and orderly electronic files according to Firm guidelines. This includes electronic files in NetDocs and Outlook. Duties include but are not limited to:

• File maintenance.
• Preparing requests to open new U.S. or foreign matters.
• Filing official documents and correspondence.

Coordinating Work Flow: IP LAAs are responsible for ensuring their timekeeper's work is prioritized so that all deadlines are met.Teamwork: IP LAAs are expected to work together as a team to support the Firm and meet the needs of its clients. As such, they are responsible for assisting one another with overflow work and filling in for each other during absences when necessary.Provides administrative, organizational and technical support including but not limited to entering time into the firm's timekeeping system, phone reception; providing information to callers; arranging travel and catering accommodations; scheduling meetings and conference room set ups; e-scan, facsimile, ECF filing transmittals; transcription; proofreading work product for typographical, grammatical, or spelling errors; compilation of reports from established sources; photocopying; mail assembly and distribution; and other records/file maintenance.Projects an image that reflects the professional nature of work done by the firm.Interacts with clients in a way that supports great client service and relationships.May provide occasional technology support to attorneys and professional staff with regard to connecting docking stations, monitors, desktops, printers and other external devices with remote guidance from IT specialist.Prioritizes workload in an efficient and effective manner.Participates in on-going training sessions to enhance his/her technical skills.Stays informed of all firm policies and standardized procedures and applications.OTHER DUTIES AND RESPONSIBILITIES

• Prepare weekly attorney docket reports
• Requests new client matter numbers
• Matter specific research/search at USPTO at attorney's request
• Monitor and answer any assigned docket items by the close of business each day
• Send search requests to search firm
• Forward attorney filing recommendations to client, if applicable
• Confirm drafts of applications are sent to inventors/client, including inventor confirmation
• Prepare Inventor formal documents (i.e. Declarations and Assignments)
• Review OFRs, and prepare and file corrected OFRs, when applicable
• Prepare Office Action Shells (US)
• Draft and file Information Disclosure Statements (IDS), Application Data Sheets (ADS)
• Forward draft response to clients, is applicable (US)
• File and Report all Office Action responses (US)
• Prepare Status Checks & Inquiries
• Prepare, File and Report all US communications/mail
• Prepare and file Certificates of Correction
• An IP LAA must be able to perform the above duties for all assigned timekeepers.
• Other duties as assigned and approved by management

Requirements:High School diploma or GED and three years related experience, OR equivalent combination of education and/or experience. Bachelor's degree, ALS, PLS, CAP, or Paralegal certificate preferred. Working knowledge of time entry software, Microsoft Word (styles & tables), Excel, PowerPoint and Outlook. Skilled in the use of a redlining tool. Working knowledge of basic office functions. Ability to anticipate, identify, and proactively implement actions that allow timekeepers to be efficient and effective in serving client needs. Shares knowledge and mentors others on technology applications and firm/division processes.
Expected salary:
Location: Kansas City, MO
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