Administrative Assistant Jobs in Frisco, PA

About The Position

Requirements

• High school diploma or GED required.
• Minimum of 2 years of intellectual property legal administrative or secretarial experience required.
• Experience using the USPTO website.
• Advanced proficiency in Microsoft Office Suite, particularly Word, Outlook, Excel, and PowerPoint.
• Proficiency with Adobe Acrobat and PDF document management.
• Experience with document management systems.
• Experience with time entry systems.
• Excellent written and verbal communication skills.
• Strong proofreading, grammar, spelling, editing, and document formatting skills.
• Strong organizational skills with attention to detail and accuracy.
• Ability to prioritize multiple assignments and work effectively under deadlines.
• Ability to work independently and collaboratively as a team member.
• Strong problem-solving skills.
• Ability to work overtime as needed.

Nice To Haves

• Bachelor’s degree preferred.
• iManage experience preferred.

Responsibilities

• Monitor filing deadlines on docket reports for U.S. and foreign patent applications.
• Assist with reviewing and clearing docket items and communicate relevant information to the legal team.
• Review the USPTO website daily, download documents, and record applicable docket information in the CPI database.
• Review and reconcile incoming physical mail against electronic files to identify previously received documents and ensure records are complete and accurate.
• Coordinate incoming and outgoing file transfers.
• Prepare, proofread, revise, and format routine and nonroutine correspondence for attorney review.
• Use Microsoft Office applications to prepare documents and support attorney workflow.
• Use Adobe Acrobat to edit, organize, combine, convert, and manage PDF documents.
• Create, organize, and maintain electronic files within the Firm’s document management system.
• Follow Firm policies and applicable administrative procedures when preparing and maintaining documents and records.
• Coordinate daily administrative activities for the assigned legal team.
• Maintain attorney calendars and contact information.
• Schedule appointments and coordinate travel arrangements.
• Assist with new client and matter openings, including conflict checks and preparation and processing of engagement letters.
• Process attorney time entries.
• Prepare and process client bills in accordance with client billing guidelines.
• Prepare and process expense vouchers.
• Communicate effectively with attorneys and team members to coordinate priorities and balance workloads.
• Support completion of assignments within established deadlines and quality standards.
• Provide professional and responsive communication in support of client service.
• Provide backup administrative assistance to other legal teams as needed.
• Perform additional administrative and legal support duties as assigned.