The Docketing Specialist is responsible for accurately reviewing correspondence and entering case details and due dates into the firm’s docketing database.

Summary of Duties and Responsibilities

• Utilize knowledge of U.S. international patent, trademark, court rules and firm procedures to properly identify and assess docketing action types and due dates
• Process incoming mail and docket due dates in the firm’s docketing system, as necessary, based upon confirmed USPTO/PTAB/TTAB filings and/or confirmation of instructions and filings from clients and foreign associates
• Assist with the processing and reviewing of new, original, and transfer-in matters; entering complete and accurate data into docketing database
• Ensure that all docketed items are addressed and cleared in compliance with established firm docket procedures
• Identify discrepancies or problems with PTO correspondence, filings or other sources and seek appropriate resolution
• Communicate timely and accurately with attorneys and legal support staff regarding docket matters and due dates
• Utilize fax server system to accurately identify, docket and route incoming faxes
• Provide coverage on holidays as assigned
• Other duties as assigned.
• Associate degree and 2-4 years of relevant experience required.

Qualifications

• Associate degree and 2-4 years of relevant experience required.
• Extensive knowledge of patent, trademark and litigation rules and procedures for the US and foreign countries
• Knowledge of Computer Packages, Inc. (CPi) a plus
• Ability to process computer data; format and generate reports, experience processing new client/new case intake projects
• Demonstrated proficiency in Microsoft Office Suite
• Detail-oriented and extremely accurate
• Ability to work well without direct supervision
• Must have the ability to work well under pressure, meet frequent deadlines, and prioritize multiple tasks
• Excellent organizational skills and ability to efficiently handle multiple tasks
• Excellent oral and written communication (including spelling and grammar) and interpersonal skills are required
• Flexible attitude and the ability to deal well with changing assignments and priorities; willingness to learn and acquire advanced duties, and provide support to varied office members.

Firm Competencies with Behavioral Statements

Customer/Client Service

(includes external and internal customers as applicable)

• Responds to customer/client requests in a professional manner
• Identifies and responds to customer/client issues/problems in a timely manner and seeks feedback/follow-up as appropriate
• Builds effective working relationships as appropriate

Firm Knowledge

• Demonstrates knowledge of the firm’s culture, practices, business, and structure
• Demonstrates knowledge and adherence to basic firm policies, procedures, and processes

Initiative

• Takes initiative beyond routine responsibility
• Seeks out and accepts new responsibilities
• Seeks development opportunities to enhance skills

Accountability

• Owns mistakes and takes corrective action
• Meets work deadlines as assigned
• Meets firm standards for attendance and punctuality
• Meets deadlines for all required firm processes, including time-sheets and other financial documentation

Work Management

• Works well independently
• Demonstrates dedication to producing quality work products
• Pays attention to detail when completing work assignments
• Organizes and prioritizes workload appropriately
• Utilizes resources appropriately to complete work in the most efficient manner
• Cooperates and demonstrates flexibility when facing change

Communication

• Interacts effectively and courteously, in person, by telephone, and in written correspondence with attorneys, supervisors, coworkers, and other business professionals
• Proactively communicates the status of work
• Understands the need to ask questions and seek guidance
• Expresses thoughts clearly, accurately, and concisely, both verbally and in writing
• Maintains confidentiality of firm, client, and coworker information
• Refers issues to firm leadership as necessary

Teamwork

• Builds effective relationships with coworkers
• Participates and contributes fully as a team member
• Backs up other team members as needed

Technology

• Utilizes available technology to carry out job responsibilities
• Determines most appropriate technology to accomplish a given task
• Seeks ways to utilize technology to improve efficiency

Adaptability

• Looks for ways to make changes work rather than only identifying why change will not work
• Exhibits flexibility in cross-training; learns new procedures in a timely manner; adjusts to changes in routine, assignments, and firm/client needs; and continues to be productive
• Makes suggestions for increasing the effectiveness of changes
• Shows willingness to learn and accept new tasks, processes, and technologies
• Shifts strategy or approach in response to the demands of a situation

Working Conditions & Physical Requirements

• General office environment with standard office equipment available. Lighting and temperature are adequate. Environment may be occasionally noisy due to open work area.
• May require frequent overtime and occasional local and overnight travel as necessary.
• Work requires limited supervision.
• Work is sedentary in nature with constant sitting, but may require occasional standing, walking, bending, crouching, kneeling, reaching, lifting, carrying, balancing, and grasping of boxes/files/materials. Weight required to lift, carry, push/pull would not exceed 20 lbs.
• Requires constant typing and use of a computer.
• Must be able to read, write, and communicate fluently in English.
• Must be able to see and read a computer screen and printed material with or without vision aids.
• Must be able to hear and understand speech at normal levels and on the telephone and speak in audible tones so that others may understand clearly in person and on the telephone.
• Requires occasional to frequent communication (in person, on the phone, email and/or via video conference) with all levels of firm personnel and external parties that have business with the firm (vendors, etc.), including the ability to participate in and/or present at small and large group meetings, respond to inquiries and/or provide training in both group and individual settings, and participate in other interactions in fulfillment of job duties. Must be able to exchange accurate information in these situations.
• May require occasional availability to work outside of normal business hours; expected to work the hours necessary to fulfill the responsibilities of the position.
• Environment may be occasionally stressful, working with tight deadlines, interaction with all levels of firm personnel, upset or frustrated personnel, extreme accuracy required.