Patent Records Specialist

The firm is actively looking for a Patent Records Assistant to join our exciting Patents and Innovation team. The position is responsible for all activities associated with client file transfers, the intake of file transfers for lateral attorneys, records retention, file maintenance, and compliance with records standards. This position performs duties consistent with the Firm’s defined standards of quality assurance, compliance, consistency, accuracy, thoroughness, and customer service as defined and implemented by the firm. Occasional overtime work may be expected to fulfill the demands of the position. The Patent Records Assistant may be required to perform other general office administrative functions as necessary.

This position is available as a hybrid work schedule.

Essential Duties and Responsibilities:

• Responsible for complex tasks related to records and work under guidance from Senior Patent Records Specialists
• Basic understanding of organization of patent files
• Familiar with internal records databases
• Assist in engaging and disengaging clients
• Assist with client transfers and terminations
• Maintain and update database for new matters
• Open records for new clients, matters, and sub-matters; open new matters and sub-matters for existing clients; close and destroy matters, sub-matters, and file jackets
• Oversee special records related projects
• Prepare ethical wall memorandums
• Provide input regarding forms for use in patent group
• Provide input regarding policies and procedures
• Train Patent Records Assistants
• Understand organization of patent files
• Perform related duties as assigned by supervisor
• Maintain compliance with all company policies and procedures

Education and/or Work Experience Requirements:

• High school diploma or GED required. Associate degree or equivalent experience is preferred
• 2 years of Records Management or related experience
• 4 years of work experience required, preferably in a law firm or other professional services firm
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers
• Excellent computer proficiency (MS Office – Word, Excel and Outlook)
• Must be able to work in a fast-paced environment and meet deadlines, while maintaining a positive attitude and providing exemplary customer service
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices
• Previous experience with electronic records management systems strongly preferred
• Strong technical skills required with the ability to learn new software applications quickly
• Ability to perceive and analyze problems, develop alternatives, and make or recommend sound decisions
• Acute attention to detail, as well as excellent planning and organizational capabilities
• Ability to take ownership of multiple tasks and projects and work independently to resolve issues
• Reliable and comfortable working in a team-oriented and collaborative environment
• Receptive to constructive feedback and ability to accept direction; and
• Ability to exercise discretion and maintain strict confidentiality of the firm’s confidential information.
• Ability to review and proofread documents for grammar, spelling, proper language, and readability
• Ability to prioritize workflow independently and efficiently
• Demonstrate tact, diplomacy and discretion while handling information and responding to questions from staff, clients, attorneys, managers, and others
• Basic knowledge of office organization, workflow, and procedures
• Ability to follow firm policies and procedures while working remotely
• Ability to work independently in a forward-thinking team environment
• Able to keep abreast of practice area processes as appropriate to the position
• Team player and willingness to provide back-up support to team members as required
• Ability to work overtime, as required

The primary location for this job posting is in Palo Alto. The actual base pay offered will depend upon a variety of factors, including but not limited to the selected candidate’s qualifications, years of relevant experience, level of education, professional certifications and licenses, and work location. The anticipated pay range for this position is as follows: $29.83 – $40.36 per hour.

The compensation for this position may include overtime and a discretionary year-end merit bonus based on performance. We offer a highly competitive salary and benefits package.

Benefits information can be found here. Equal Opportunity Employer (EOE).