Patent Records Specialist

Wilson Sonsini•Palo Alto, CA

3d•$30 - $40•Hybrid

About The Position

Wilson Sonsini is the premier legal advisor to technology, life sciences, and other growth enterprises worldwide. We represent companies at every stage of development, from entrepreneurial start-ups to multibillion-dollar global corporations, as well as the venture firms, private equity firms, and investment banks that finance and advise them. The firm has approximately 1,100 attorneys in 17 offices: 13 in the U.S., two in China, and two in Europe. Our broad spectrum of practices and entrepreneurial spirit allow exceptional opportunities for professional achievement and career growth. The firm is actively looking for a Patent Records Assistant to join our exciting Patents and Innovation team. The position is responsible for all activities associated with client file transfers, the intake of file transfers for lateral attorneys, records retention, file maintenance, and compliance with records standards. This position performs duties consistent with the Firm’s defined standards of quality assurance, compliance, consistency, accuracy, thoroughness, and customer service as defined and implemented by the firm. Occasional overtime work may be expected to fulfill the demands of the position. The Patent Records Assistant may be required to perform other general office administrative functions as necessary. This position is available as a hybrid work schedule.

Requirements

High school diploma or GED required. Associate degree or equivalent experience is preferred
2+ years of Records Management or related experience
4+ years of work experience required, preferably in a law firm or other professional services firm
Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers
Excellent computer proficiency (MS Office – Word, Excel and Outlook)
Must be able to work in a fast-paced environment and meet deadlines, while maintaining a positive attitude and providing exemplary customer service
Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices
Previous experience with electronic records management systems strongly preferred
Strong technical skills required with the ability to learn new software applications quickly
Ability to perceive and analyze problems, develop alternatives, and make or recommend sound decisions
Acute attention to detail, as well as excellent planning and organizational capabilities
Ability to take ownership of multiple tasks and projects and work independently to resolve issues
Reliable and comfortable working in a team-oriented and collaborative environment
Receptive to constructive feedback and ability to accept direction; and
Ability to exercise discretion and maintain strict confidentiality of the firm’s confidential information.
Ability to review and proofread documents for grammar, spelling, proper language, and readability
Ability to prioritize workflow independently and efficiently
Demonstrate tact, diplomacy and discretion while handling information and responding to questions from staff, clients, attorneys, managers, and others
Basic knowledge of office organization, workflow, and procedures
Ability to follow firm policies and procedures while working remotely
Ability to work independently in a forward-thinking team environment
Able to keep abreast of practice area processes as appropriate to the position
Team player and willingness to provide back-up support to team members as required
Ability to work overtime, as required

Responsibilities

Responsible for complex tasks related to records and work under guidance from Senior Patent Records Specialists
Basic understanding of organization of patent files
Familiar with internal records databases
Assist in engaging and disengaging clients
Assist with client transfers and terminations
Maintain and update database for new matters
Open records for new clients, matters, and sub-matters; open new matters and sub-matters for existing clients; close and destroy matters, sub-matters, and file jackets
Oversee special records related projects
Prepare ethical wall memorandums
Provide input regarding forms for use in patent group
Provide input regarding policies and procedures
Train Patent Records Assistants
Understand organization of patent files
Perform related duties as assigned by supervisor
Maintain compliance with all company policies and procedures