Baker Botts, a full-service, leading international law firm recognized for our understanding of the industries we serve, is seeking an experienced Patent Prosecution Legal Secretary. Under general supervision from the Office Administrator, the Patent Prosecution Legal Secretary provides full administrative and document processing support to assigned group of attorneys and/or paralegals. This is a full-time, non-exempt position with excellent benefits. This position resides in our San Francisco office.
Essential Duties and Responsibilities:
Preparation and filing of patent and design application documents.
Preparation of Office Action draft shell and client reporting email.
Preparation and recording of assignments.
Performs research as requested using Patent Center and other reference sources. Obtain copies of patents, image file wrappers and other such documents as requested.
Reporting to the client of newly filed application and office actions responses.
Open new matters and run conflict checks as requested.
Check status of and look up information for U.S. and international patents and apps (e.g., using USPTO Patent Center and WIPO PATENTSCOPE, EPO Espacenet).
Prepare and format large complex Excel spreadsheets, tables, and charts related to patent assets and/or products.
Write, modify, and run macros for complex Excel spreadsheets.
Have an eagle eye for typos and formatting.
Prepare charts, graphs, and diagrams using Excel, PowerPoint, and Visio.
Track and report on status of patent applications marked for monitoring.
Prepare IDSs (including transmittals and SB/08 forms) for electronic filing at USPTO.
Perform post-allowance checks on patent applications.
Create and electronically transmit DocuSign documents to inventors.
Prepare and mail signature packages to inventors.
Primarily responsible for maintaining client bills and working in conjunction with our billing department to ensure client bills are processed in a timely manner.
Reviews and revises monthly proformas; prepares correspondence for each and submits revised proformas and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails specific invoices to clients.
Inputs lawyer time utilizing the firm’s time entry software on a daily basis.
Reviews available client billing guidelines for invoicing for lawyers; advise billing lawyers and billing department of any special exceptions and changes noted in billing guidelines so the special exceptions may be incorporated on client level and/or matter level.
Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing, or preparing documents and correspondence; this may require spending long periods of time at computer workstation.
Schedules appointments and performs other tasks related to maintaining assignments’ calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation, and meal arrangements.
Assist lawyers with paying State Bar and specific court dues and helps track CLE credits.
Handles in-coming correspondence (including gathering and/or preparing needed materials for lawyer’s review of same in timely fashion), as well as out-going correspondence, including mail, emails to clients, faxes, hand deliveries, etc.
Drafts, edits, and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc.
Answers telephones and delivers accurate and timely messages.
Interacts with clients, vendors, lawyers, and staff to maintain good relations.
Reconciles and submits travel, client development and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments.
Other projects as assigned by the Office Administrator.
Qualifications:
High School Diploma required; some college and/or PLS Certification desirable.
Minimum of five (5) years’ work experience in a law firm environment, or related professional experience.
Knowledge of legal terminology and of court system and rules for filings and correspondence.
Knowledge of electronic client invoicing.
Ability to gather data, compile information and prepare reports.
Strong organizational and records management skills.
Ability to communicate effectively and with tact and diplomacy, both orally and in writing.
Ability to maintain confidentiality of all information.
Advanced computer and software application skills.
Ability to organize and prioritize numerous tasks.
Working knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc.
Working knowledge of New Business Intake, , InterAction and Intapp Time software.
Knowledge of Chrome River and BB Conference Scheduler software.
Ability to learn and use databases.
Ability to work effectively with a wide range of individuals.
Ability to multi-task and work well under time constraints.
Ability to work well independently and in a team environment.
Ability to proofread materials for contextual, grammatical, typographical, or spelling errors.
Must have strong organizational, decision-making skills and problem-solving skills.
Must be reliable, a self-starter and have a professional demeanor.
Must be fully vaccinated for COVID-19, subject to accommodation.
Physical Demands
Moderate physical activity and must be able to work at a computer for considerable periods of time.
Must be able to routinely lift and carry file folders weighing up to 20 pounds.
Position requires extensive telephone use.
Must be able to staple and collate repetitively.
Must be able to lift, squat, kneel and bend.
Working Condition and Environment
This role may be hybrid and will require a minimum of three days per week (or at least 60%) present in the office, and up to two days per week (40%) may be performed remotely.
Work is normally performed in a typical interior/office work environment.
This position is a full-time position requiring a 5-day work week and standard hours as outlined in the firm policy manual. Additional hours will be required when necessary to meet established deadlines or stay current with occasional peaks in workload.
Baker Botts is committed to cultivating a culture where our attorneys and staff thrive professionally and personally. We are proud to offer a comprehensive benefits program designed to support and enhance the overall wellbeing of our employees and their families.
If this position is based in the San Francisco or Palo Alto office of Baker Botts L.L.P., the salary range is $46.15 - $64.20/hr.
Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information or any other basis protected by federal, state or local law.
