Docketing Specialist – Washington, DC
Our law firm client is looking for a Docketing Assistant to join their team. The position is a perm or temp to perm opportunity with a prestigious IP boutique in Washington, DC.
POSITION SUMMARY: The Docketing Specialist is responsible for analyzing all incoming correspondence and PTO filings related to IP matters handled by the firm and ensuring that the firm's primary docketing system is updated accordingly through use of independent date calculation along with use of the firm's computerized docketing system. This position is also responsible for assisting with the intake of matters transferring into the firm, including conducting an initial and page-by-page review of incoming matters and entering open deadlines into the firm's docket system. The Docketing Specialist will also assist with auditing and updating the primary docketing system and reviewing or processing new business intake related requests to include monitoring of conflicts checking compliance. Position requires knowledge of U.S. and foreign patent, trademark and PTO/IP litigation rules and procedures.
PRIMARY DUTIES AND RESPONSIBILITIES:
• Process incoming correspondence and/or discrepancy reports on a daily basis and in a timely manner, by accurately reviewing correspondence and entering case details and due dates into the firm's docketing database.
• Docketing of U.S., foreign and PTO Litigation due dates in the firm's docketing systems, as necessary, based upon confirmed USPTO/PTAB filings and/or confirmation of instructions and filings from clients and foreign associates.
• Dedocket/Redocket dates in compliance with established firm docket clearing procedures and the firm's Last Day List prevention initiative.
• Accurately capture case details and all due dates in firm's docketing system and maintain a high level of quality by reviewing all data entry on a daily basis.
• Assist with the processing and review of new, original and transfer-in matters; assigning new client and matter numbers; entering complete and relevant data from the New Matter Form into docketing database in accordance with department service level agreements.
• Monitor and track resolution of any flagged discrepancies to ensure timely updating of firm's docketing systems.
• Review and process incoming e-mail requests for data updates including requests for change matter, timekeeper assignments, foreign associates, current owners, etc.
• Generate and proof for quality all routine and special docket reports as necessary, including various audit reports, status reports, discrepancy reports, annuity reports, etc.
• Maintain a high level of proficiency in the use of the docketing databases and other firm software.
• Assist management with the training of new and existing employees in the use of the docketing database and other systems used by Docketing as necessary.
• Knowledge of U.S. and foreign patent and trademark laws and regulations pertaining to filing requirements, prosecution requirements, annuity and tax laws, renewal data, expiration data, etc.
• Ability to independently research, analyze and apply intellectual property laws, procedures in correlation with internal procedures and firm docketing systems; respond to basic docketing inquiries.
POSITION REQUIREMENTS:
• 5-7 years IP experience, including patent and trademark prosecution and PTO/IP litigation experience.
• Associate’s degree or higher required; or any combination of training, education, and experience that demonstrates the ability to perform the essential functions of the position.
• Team player capable of working effectively with all levels of staff.
• Excellent communication skills both verbal and written are required. Should also possess strong customer service skills and the ability to work at a fast pace.
• Must be a problem-solver who works well under pressure, have excellent attention to details, be flexible to change and varying workloads and be able to learn and retain new information.
• Proven organizational skills are a must.
• Individual must be familiar with formatting reports and spreadsheets and capable of formatting form letters.
• Working knowledge of Windows-based software applications, Document/File Management Systems and Intellectual Property Management Systems (docketing databases).
• Highly motivated and pleasant individual.
• Must be able to exercise independence and good judgment.
• Flexible to work overtime on an as-needed basis.
