Job Description

This individual is responsible for assisting the IP Patent Docketing and Technology Systems Manager in ensuring the accuracy, integrity, and compliance of all patent docketing data within the firm's docketing system. This role serves as a subject matter expert in domestic and foreign patent prosecution procedures, conducting comprehensive quality reviews of docket updates, client portfolios, new matter intakes, and deadline management to adhere to the applicable laws, client standards, and departmental standards. This role will partner closely with the IP Patent Docketing and Technology Systems Manager and Coordinator to maintain data quality, identify process improvements, serve as subject matter expert and resource for patent docketing procedures, send necessary docket corrections back to the IP Patent Docketing Specialists or make docket updates to ensure the highest level of accuracy within our docketing database, support staff training and development, assist with client intake and data management, collaborate with departmental leadership on process improvements, workflow development, system testing, and reporting initiatives.

ESSENTIAL DUTIES AND RESPONSIBILITIES*

• Review all US and foreign patent docket updates to ensure data integrity and strict compliance with country law, client guidelines and established departmental policies and procedures. Make appropriate database corrections or communicate the corrections to the Docketing Specialist in a helpful and professional manner in order for the team member to gain a more thorough understanding of the situation;
• Assist with training docketing staff members, both during a new Specialist's initial training and as required based on staff and department needs;
• Conduct internal audit reviews of patent client portfolios and make appropriate database corrections;
• Work with IP Patent Docketing Manager and IP Patent Docketing Coordinator to ensure client and firm requirements are met based upon department guidelines; regularly review and ensure accuracy of information in docketing system.
• Work closely with the IP Patent Docketing Manager and IP Patent Coordinator in identifying problems or inaccuracies in departmental policies and procedures; assist with changes and implementation.

• Prepare portfolio and docket reports requested by attorneys, clients, and staff, by setting report requirements via docket database report functions, Power Bi, or manually updating report data. Review intake reports, map patent data into applicable docket database fields for importing into the docket.
• Review public data to add missing fields or data into the intake reports.
• Map Patent families within the intake report and review the applicable case data through via public databases.
• Add deadlines to intake reports as needed, and review, modify, and add case details and deadlines as needed.
• Assist the IP Patent Docketing Manager with docket database programming into the docket database, including creating and modifying new workflows to add or update new statutory or internal deadlines to the docket.
• Assist the IP Patent Docketing Manager with testing docket database programming updates to ensure successful implementation.
• Provide backup review of the patent docket inbox to identify and assign urgent items to the appropriate IP Patent Docketing Specialist for handling.
• Review all completed mail in the inbox from the day prior and determine whether quality review is necessary, triage and assign all necessary quality review to the responsible team members, per assigned task.
• Assist with special projects, including new matter intakes, as assigned.
• Prepare and send final docket reports to appropriate staff members to ensure deadlines are timely met, including professional and support staff.

OTHER DUTIES AND RESPONSIBILITIES

• Staff training, including participation in training of new staff members and creation or maintenance of training materials to ensure they reflect our current practices and procedures;
• Assist with reconciliation of audit reports and maintenance of database records;
• Assist with other IP related tasks, as necessary.
• Assist with client intakes.

MINIMUM QUALIFICATIONS

• Bachelor's degree is preferred. Related work experience may be used in lieu of formal education required.
• Minimum ten (10) years patent docketing experience using a computerized docketing system, CPI and/or Docket database experience preferred
• Minimum one (3) years patent docketing quality review experience
• Prior experience with system testing and implementation of IP software, including docketing workflows preferred.
• Prior law firm experience required
• Thorough knowledge and understanding of domestic and foreign patent procedures, terminology, and deadlines required;
• Strong organization, problem-solving, analytical decision-making, proofreading and reading comprehension skills;
• Excellent communications skills, both verbal and written;
• Accurate data entry skills;
• Ability to work well under pressure and adjust quickly to changing priorities while maintaining a high level of productivity and accuracy;
• Proficiency in use of office software such as Word and Excel helpful;
• Flexibility for overtime required

This is an hourly, non-exempt position that is eligible for a generous overtime plan that exceeds minimum legal requirements.

The anticipated good-faith base salary range for this position is:

• DC, Chicago, Boston, Los Angeles, New York and San Francisco: $89,625 to $123,200 per year.

Your exact offer will be based on a variety of factors, including but not limited to, your experience, skills, and overall qualifications. We also review compensation regularly against industry benchmarks and performance outcomes, so you can grow your career here with confidence-knowing your pay recognizes both your impact and our commitment to an equitable approach.

In addition to a competitive base salary, certain positions are eligible for a comprehensive performance-based bonus, payable monthly or annually.

Benefits

We know that the needs of our employees vary and can change throughout the different stages of life. That's why we offer a wide array of flexible benefit options designed to help you live healthy, live well, and live for tomorrow. In addition to medical, dental, vision, profit-sharing, generous paid time off, and numerous other benefits, we also provide a flexible reimbursement account that helps pay for the things that contribute to your personal well-being, in your own way.

* The job description is a general summary of the major duties. It may not specify all duties, tasks, and assignments associated with a job. It does not limit or in any way modify the right of management to direct, assign, and control the work of employees in a unit. Accuracy, attention to detail, ability to work effectively in a team environment, and ability to work in an atmosphere of multiple projects and shifting priorities are requirements of all jobs at ArentFox Schiff LLP. Additional job-related qualifications may be specified for some openings. Job descriptions are subject to periodic review and modification.