Job Description Job Description Job Title: Administrative Assistant (IP Legal Firm) FLSA Status: Non-exempt Essential Functions Opening new matters in the file card system Download and distribute client correspondence to team/docketing daily Process incoming emails (daily) for the JCS Inbox and: Respond/reply to each email download and distribute client correspondence to team and iManage alert paralegals to urgent or upcoming deadlines Chart/track due dates, instruction dates, and completion dates Run docket reports monthly and prepare all standard reporting letters for US patent and trademark prosecution matters Prepare and send reporting letters for newly filed US patent applications Prepare and include inventor declarations and assignments Maintain and update client signature document tracking charts Send reminders to clients as appropriate File inventor declarations with the USPTO Record assignments with the USPTO Prepare and send reporting letters for patent office action response filed with the USPTO Prepare and send reporting letters for acceptance of trademark filings Assist with billing and invoicing as requested by supervisor Miscellaneous reporting Administrative tasks and other projects as needed Essential Functions • Will work in conjunction with the Supervisor on special projects Knowledge, Skills & Abilities Required Intermediate computer knowledge (Microsoft Word and Excel) Strong attention to detail Ability to work independently Ability to follow directions from other team members Ability to professionally and effectively communicate both orally and in writing Physical Factors The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to ten pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Education and Experience Requirements Intermediate working knowledge of Microsoft Office applications. Excellent oral and written communication skills. Excellent time management skills. Disclaimer This job description is not designed to cover or contain every detail of activities, duties or responsibilities that are required of the employee.