IP US Filing Specialist (Quality Control)

We are seeking an IP US Filing Specialists (Quality Control) to join the IP Practice Services team.

Position Summary: The IP US Filing Specialist (Quality Control) is responsible for carrying out quality control (QC) functions associated with US patent filings. The Specialist also carries out the full duties and responsibilities of a US Filing Specialist in providing full support to patent attorneys, agents, and clients in filing and maintaining US applications and patents. Specific duties and responsibilities include, but are not limited to, the following:

Position Responsibilities:

QC responsibilities:

• Coordinate with IP professional staff and patent practitioners to ensure the accuracy, completeness, and timeliness of US patent filings
• Complete quality control checklist to ensure compliance with the firm’s risk management directives and best practices
• Triage incoming US filings to be checked, prioritizing as necessary and communicating expected turnaround to the filing USFS and practitioners

US Filling Specialist (USFS) responsibilities:

• Coordinate with IP professional staff, patent practitioners and clients with respect to assigned US patent prosecution matters.
• Analyze correspondence received from USPTO to ensure accuracy of information for docketing purposes; forward all USPTO mail to Client Team and provide timely reminders of upcoming dates
• Prepare and review required documents for filing; upload of same with the USPTO all US patent prosecution filings, including applications, (utility or design, provisional, nonprovisional, divisional, continuation, and national stage), responses to any PTO actions or examinations, petitions, terminal disclaimers, issue fee payments, etc.
• Prepare, file and report of US formalities (e.g., POAs, assignments, declarations, drawings),
• and non-substantive USPTO documents, such as filing receipts, publications, along with preparation of reminder letters to clients of upcoming deadlines
• Handle and report all substantive USPTO actions with input from Responsible Attorney, including preparing draft amendments/responses to official actions and notices to file missing parts, obtaining identified references, processing notices of allowance including attending to the Notice of Allowance Review Form in coordination with the Patent Prosecution Specialist and Patent Practitioner, addressing any inventorship/assignment issues, and preparing related paperwork (e.g., extensions, RCEs, corrected ADSs, name changes, maintenance fee addresses, etc.)
• Proof and forward Letters Patent to the client
• Provide client support for portfolio management, including accommodating client-specific reporting guidelines, and responding to client phone calls and/or emails relating to specific requests or reports
• Sustain working knowledge of US patent prosecution rules and recommend procedural modifications to accommodate changes, as needed
• Maintain a secondary docket of due dates for each assigned client as outlined in the Patent Prosecution Policies and Procedures Manual
• Review docket reports and provide detailed annotations related to upcoming dates daily
• Complete administrative tasks including maintenance of client data rooms, responding to deadlines and changes to dockets, along with other communication with the central Docketing Department, run patent reports, transfer in/out of patent matters and other special projects as assigned with support of assigned administrative staff, where applicable

• Communicate regularly with the assigned Patent Prosecution Specialist (PPS) regarding the timing of filing IDSs, as well as reporting any IDS filed to the client

Skills & Experience

Required:

• Available to work overtime, as required
• 3+ years experience in an IP-related role

               Previous law firm experience

• Direct responsibility for carrying out quality control functions associated with US patent filings
• Experience researching IP status and history in PTO databases, including USPTO systems (PAIR, Patent Center, TSDR), WIPO Patent scope and Madrid Monitor, the EPO Patent Register, and EUIPO eSearch, as well as public databases in other jurisdictions
• Possess working knowledge and keep abreast of rules according to USPTO procedures, 37 C.F.R., the Manual of Patent Examining Procedure (MPEP) rules, and the Trademark Manual of Examining Procedure (TMEP)

Competencies

• Customer service oriented, as demonstrated by strong attention to detail, organization, and ability to prioritize work tasks and manage deadlines based upon internal and external client needs
• Ability to work independently and under pressure/tight time constraints
• Creative and entrepreneurial approach to problem-solving and process improvement
• Flexible and agile, ability to reprioritize with changes in the business
• Strong initiative and a get-it-done attitude
• Excellent communication and interpersonal skills