Legal Secretary, Intellectual Property

Baker Botts•Austin, TX

7d•Hybrid

About The Position

Baker Botts, a full-service, leading international law firm recognized for our understanding of the industries we serve, is seeking an experienced Legal Secretary for our Intellectual Property department. Under general supervision from the Office Administrator, the Legal Secretary provides full administrative and document processing support to assigned groups of attorneys and/or paralegals. This is a hybrid, full-time, non-exempt position resident in the Austin Office with excellent benefits. Essential Duties and Responsibilities: 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. Format patent prosecution documents including amendments, petitions, restriction requirements, advisory actions, notice of incomplete documents, information disclosure statements, response to notice to file missing arts and certificate of corrections, provisional and non-provisional (Utility), draft responses to office actions. Establishes, maintains, processes, and/or oversees files, correspondence, databases, records, certificates, and/or other documents; creates new patent case records in Firm systems including the CPI docket system, although this position does not involve substantial docket maintenance. Prepares documents and correspondence requiring knowledge of legal terminology and document formats, such as patent applications, Information Disclosure Statements, Response to Missing Parts, Amendments and other miscellaneous Patent Office responses. Request for Continued Examinations, Notice of Allowances and payment of Issued Fees. Ensure maintenance fees and annuity renewals are paid. Monitor and update prosecution deadlines. Review incoming USPTO correspondence and report to clients. Investigate prosecution-related issues in Patent Center. 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. Coordinates outsourced copy jobs. Provides photocopying and/or scanning of correspondence, documents and other printed materials. May require lifting and carrying file folders without assistance. 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, FedEx’s, 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. Reviews and revises monthly prebills; prepares correspondence for each and submits revised prebills and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails specific invoices to clients. Inputs attorney time as needed utilizing the Firm’s time entry software on a daily basis. Interacts with clients, vendors, attorneys and staff to maintain good relations. Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending. Closes files per lawyer requests in Firm software, currently NBI. Reconciles and submits travel, client development, and client expenses for reimbursement through Emburse Enterprise (Formally Chrome River) and reconciles AMEX statements for all assignments. Other projects as assigned by Lawyers and Office Administrator.

Requirements

High School Diploma required; some college and/or PLS Certification desirable.
At least three (3) years of experience in a law firm environment, or related professional experience.
Knowledge of legal terminology, USPTO systems, 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.
Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Advanced computer and software application skills.
Proficiency with Microsoft products, including Word, Outlook, Excel, and Power Point is required.
Working knowledge of New Business Intake, The Source, Intapp Time, Aderant, Emburse Enterprise, and CPI software.
Ability to proofread typed material for grammatical, typographical or spelling errors.
Ability to organize and prioritize numerous tasks and complete them under time restraints.
Must be able to work at a computer for considerable periods of time.
Position is full-time and requires a five-day workweek and standard hours as outlined in the firm policy manual.
Work frequently requires more than the regularly scheduled 37.5 hours per week to perform the essential duties of the position.

Nice To Haves

Familiarity with Anaqua would be beneficial.
Proficiency with e-filing in federal and state courts is desired.

Responsibilities

Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence.
Format patent prosecution documents including amendments, petitions, restriction requirements, advisory actions, notice of incomplete documents, information disclosure statements, response to notice to file missing arts and certificate of corrections, provisional and non-provisional (Utility), draft responses to office actions.
Establishes, maintains, processes, and/or oversees files, correspondence, databases, records, certificates, and/or other documents; creates new patent case records in Firm systems including the CPI docket system, although this position does not involve substantial docket maintenance.
Prepares documents and correspondence requiring knowledge of legal terminology and document formats, such as patent applications, Information Disclosure Statements, Response to Missing Parts, Amendments and other miscellaneous Patent Office responses. Request for Continued Examinations, Notice of Allowances and payment of Issued Fees.
Ensure maintenance fees and annuity renewals are paid.
Monitor and update prosecution deadlines.
Review incoming USPTO correspondence and report to clients.
Investigate prosecution-related issues in Patent Center.
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.
Coordinates outsourced copy jobs.
Provides photocopying and/or scanning of correspondence, documents and other printed materials.
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, FedEx’s, 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.
Reviews and revises monthly prebills; prepares correspondence for each and submits revised prebills and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails/emails specific invoices to clients.
Inputs attorney time as needed utilizing the Firm’s time entry software on a daily basis.
Interacts with clients, vendors, attorneys and staff to maintain good relations.
Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending.
Closes files per lawyer requests in Firm software, currently NBI.
Reconciles and submits travel, client development, and client expenses for reimbursement through Emburse Enterprise (Formally Chrome River) and reconciles AMEX statements for all assignments.
Other projects as assigned by Lawyers and Office Administrator.

Benefits

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.

Stand Out From the Crowd

Upload your resume and get instant feedback on how well it matches this job.

Upload and Match Resume