Electronic Records Processor

Birch, Stewart, Kolasch & Birch, LLP, a leading Washington, DC area Intellectual Property law firm, is seeking a fulltime Electronic Records Processor. The Records Department uniquely serves as the organizational instrument for providing critical non-IP functions to the firm’s IP departments. The department encompasses the electronic Central File Room, Portals (quality reviewing and uploading documents to client portals), the Mail Center (processing incoming physical mail, scanning and saving, and electronically distributing it throughout the firm; as well as outgoing mail), and daily PTO electronic download (downloading and saving PTO mail to the firm’s IP document management system).  This is a fulltime, nonexempt position and it reports to the IP Manager.

Areas of Responsibility

• Fully adheres to Firm confidentiality standards including but not limited to attorney client correspondence and communications.
• Possesses ability to handle all functions and responsibilities of the Records Department.
• Portals
  • Quality reviews, uploads documents and correspondence to client portals.
  • Quality reviews, encrypts documents, correspondence and emails encrypt documents to clients.
• Central File Room
  • Assists with departmental records related projects, including but not limited to file destruction, scanning and electronically saving images to the firm’s IP document management system.
  • Enters accurate data entry of file information into the Records Management Database including status.
  • Maintains and enforces the Firm’s retention policies, both of physical and electronic files.
  • Assists with electronically providing Transfer Out File, electronically saving Transfer In File or Internal Client to Client File transfer projects.
• Mail Center
  • Processes all incoming physical mail, including opening, reviewing, scanning, acknowledging, saving/forwarding mail to the firm’s portfolio management system, mailroom and docketing accounts.
  • Maintains FEDEX USPS supplies, ordering as needed and restocking when necessary. Reviews FEDEX USPS systems for software updates and completes updates.
  • Retrieves and processes electronic outgoing correspondence from the firm’s IP documents management system.
  • Processes mail using postage machine or FEDEX software. Ensures accuracy in this process from start to finish by performing a detailed quality review.
  • Maintains a strong knowledge base of outgoing FEDEX USPS mail processes.
  • Enters all FEDEX charges in Elite system for billing.
• PTO Download
  • Download PTO correspondence from the USPTO website and save into the firm’s IP document management system.
• Abandonment
  • Assists the IPLA department with preparing letters for abandonment cases, invoices and reporting correspondence to the client.
• WIPO Download
  • Assists the IDS department with electronically downloading and saving documents into the firm’s IP document management system.
• Other duties as assigned.

Customer Service and Communications

• Follows Records Department standards.
• Displays excellent written and verbal communication skills.
• Communicates with attorneys and staff in a positive and productive manner to meet the needs of the Firm.

Work Experience       

• Minimum of one (1) year of experience in a professional environment.

Knowledge and Expertise 

• Minimum high school diploma, Bachelor’s degree preferred.
• Knowledge of and experience with standard office equipment such as computers, copiers and scanners preferred.
• Proficient with Microsoft office software such as Word, Excel, Outlook, etc.

Other Requirements

• Must be a self starter with strong organizational skills and able to work independently with minimal direct daily oversight.
• Must be able to effectively manage time sensitive tasks and meet deadlines.
• Great attention to detail, including neatness, accuracy, ability to review postal and courier mail and handle uploads to various client portals.
• Ability to think critically with strong problem solving skills.
• Excellent oral and written communication skills.
• Ability to multitask and work in a fast paced environment.
• Physically able to perform labor intensive tasks every day (frequent lifting of boxes).