Haynes and Boone, LLP
Haynes and Boone, LLP is hiring: Legal Secretary (Intellectual Property) in Plan
Haynes and Boone, LLP, Plano, Texas, United States
At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.
Haynes and Boone's Dallas-North office serves clients throughout the Dallas-Fort Worth metroplex, nationally and internationally. Our office includes a large group of the firm's intellectual property and patent professionals, along with corporate, security, and technology law professionals. Our team members handle complex patent trial matters, including inter partes review proceedings before the U.S. Patent and Trademark Office, and many of our attorneys are nationally recognized in this area of law. Our Dallas-North lawyers also counsel clients in patent strategy, patent prosecution and portfolio management, licensing, and litigation. Our lawyers are recognized in publications such as the 2021 edition of The Best Lawyers in America (Woodward/White, Inc.) We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork. The new Dallas-North office is located in a mixed-use building with access to retail, restaurants and apartments at Legacy West in Plano - home to several national and global corporations.
This non-exempt position performs full secretarial and administrative duties for multiple attorneys and patent agents under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. Requires a thorough knowledge of organizational procedures and precedents.
Essential Duties
Other Duties
Reporting Relationship
The legal secretary reports directly to the Office Administrator or HR representative, and indirectly to assigned attorneys.
Qualifications
Knowledge/Experience
At least two to five years of experience with patent prosecution work and a strong working knowledge of U.S. Patent and Trademark rules, processes and procedures. The secretary should possess working knowledge of general office procedures, as well as strong familiarity with legal terminology related to Intellectual Property (IP). Must be knowledgeable in the following IP related technologies or similar technologies: EFS Web, the USPTO website, and PAIR.
Working knowledge and experience with the Firm's technology and applications preferred (Netdoc; Chrome River; InTapp Time. Prior experience with handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another CRM database, is strongly preferred.
Skills
The legal secretary must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook and PowerPoint. The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation. Strong phone etiquette, attention to detail and follow through skills are required. Must have knowledge of the filing and record-keeping practices as relevant to IP. Must be highly organized and able to successfully multi-task and meet set deadlines. Strong customer service skills, ability to be flexible and work effectively as part of a team is required.
Education
The legal secretary should possess a high school diploma. Two years of college or equivalent preferred but not required.
Physical Demands
Must be able to move around the office up to 15% of the time to make copies, fax, file, etc. Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., computer, fax machine, copier, printer) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the firm attorneys, clients, and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.
Working Conditions
Professional Office environment. Overtime may be required
Haynes and Boone's Dallas-North office serves clients throughout the Dallas-Fort Worth metroplex, nationally and internationally. Our office includes a large group of the firm's intellectual property and patent professionals, along with corporate, security, and technology law professionals. Our team members handle complex patent trial matters, including inter partes review proceedings before the U.S. Patent and Trademark Office, and many of our attorneys are nationally recognized in this area of law. Our Dallas-North lawyers also counsel clients in patent strategy, patent prosecution and portfolio management, licensing, and litigation. Our lawyers are recognized in publications such as the 2021 edition of The Best Lawyers in America (Woodward/White, Inc.) We are committed to having a diverse workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork. The new Dallas-North office is located in a mixed-use building with access to retail, restaurants and apartments at Legacy West in Plano - home to several national and global corporations.
This non-exempt position performs full secretarial and administrative duties for multiple attorneys and patent agents under minimal supervision. This position requires the individual to perform with a high degree of independent judgment and discretion. Requires a thorough knowledge of organizational procedures and precedents.
Essential Duties
- Performs secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports.
- Performs word processing of drafts, revisions and final documents for client-related matters, including correspondence, memoranda, bills, timesheets and project work, as needed. This includes proofreading and redlining work for accuracy - copy, format, etc.
- Preparation of prosecution filings for review and approval by attorneys/agents (including preparation of all USPTO forms, including ADSs, IDSs, terminal disclaimers, restriction requirements, shell amendments, etc.)
- Handles filing of U.S. and Foreign applications through PCT Easy/EFS Web and keeps up with upgrades relating to electronic filing systems.
- Monitors client files and deadlines in PAIR, Pattsy Wave and other monitoring services.
- Prepares and files assignment recordations with the USPTO.
- Prepares and sends client correspondence through various e-file sharing systems arranged for client.
- Calculates filing cost estimates.
- Copies, distributes, and sends (electronically and/or via mail, courier or express service), files and otherwise handles completed work.
- Coordinates travel arrangements.
- Maintains electronic files and dockets of cases for attorneys.
- Coordinates meetings and appointments, and properly receives clients/guests, as requested; keeps appointment calendar for attorney (including hearings, court appearances and other commitments).
Other Duties
- Provides secretarial assistance to summer associates, visiting attorneys, and attorneys whose secretaries are absent.
- Performs other related duties as needed or assigned.
Reporting Relationship
The legal secretary reports directly to the Office Administrator or HR representative, and indirectly to assigned attorneys.
Qualifications
Knowledge/Experience
At least two to five years of experience with patent prosecution work and a strong working knowledge of U.S. Patent and Trademark rules, processes and procedures. The secretary should possess working knowledge of general office procedures, as well as strong familiarity with legal terminology related to Intellectual Property (IP). Must be knowledgeable in the following IP related technologies or similar technologies: EFS Web, the USPTO website, and PAIR.
Working knowledge and experience with the Firm's technology and applications preferred (Netdoc; Chrome River; InTapp Time. Prior experience with handling expense reports, client bills, multi-line phones and conflict-checking forms, as well as working with Interaction, or another CRM database, is strongly preferred.
Skills
The legal secretary must possess advanced word processing/computer skills utilizing a variety of software programs including, but not limited to, MS Word, Excel, Outlook and PowerPoint. The individual must possess excellent written and verbal communication skills, including grammar, spelling and punctuation. Strong phone etiquette, attention to detail and follow through skills are required. Must have knowledge of the filing and record-keeping practices as relevant to IP. Must be highly organized and able to successfully multi-task and meet set deadlines. Strong customer service skills, ability to be flexible and work effectively as part of a team is required.
Education
The legal secretary should possess a high school diploma. Two years of college or equivalent preferred but not required.
Physical Demands
Must be able to move around the office up to 15% of the time to make copies, fax, file, etc. Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., computer, fax machine, copier, printer) on a regular basis. Occasionally required to move documents or files weighing up to 15 lbs. This position requires constant communication and exchange of information with the firm attorneys, clients, and staff. This position must be able to inspect and observe information on a computer screen at least 80% of the time.
Working Conditions
Professional Office environment. Overtime may be required