Legal Secretary, Intellectual Property

Baker Botts, a full-service, leading international law firm recognized for our understanding of the industries we serve, is seeking an experienced Legal Secretary for our Intellectual Property department. Under general supervision from the Office Administrator, the Legal Secretary provides full administrative and document processing support to assigned groups of attorneys and/or paralegals. This is a full-time, non-exempt position resident in the Dallas Office with excellent benefits.

• Provides confidential administrative support to assignments, performing secretarial tasks of a confidential nature including, but not limited to, composing or preparing documents and correspondence.
• Formats patent prosecution documents including amendments, petitions, restriction requirements, advisory actions, notice of incomplete documents, information disclosure statements, response to notice to file missing arts, and certificate of corrections, provisional and non-provisional (Utility), draft responses to office actions.
• Establishes, maintains, processes, and/or oversees files, correspondence, databases, records, certificates, and other documents.
• Prepares documents and correspondence requiring knowledge of legal terminology and document formats, such as patent applications, Information Disclosure Statements, Response to Missing Parts, Amendments and other miscellaneous Patent Office responses.
• Requests continued examinations.
• Monitors and updates prosecution deadlines.
• Reviews incoming USPTO correspondence and reports to clients.
• Investigates prosecution-related issues in Patent Center.
• Schedules appointments and performs other tasks related to maintaining assignments’ calendars; schedules and coordinates meetings and conferences, including extensive travel, lodging, transportation, and meal arrangements.
• Coordinates outsourced copy jobs. Provides photocopying and/or scanning of correspondence, documents and other printed materials. May require lifting and carrying file folders without assistance.
• Handles in-coming correspondence (including gathering and/or preparing needed materials for lawyer’s review of same in a timely fashion), as well as outgoing correspondence, including mail, emails to clients, faxes, hand deliveries, Fed Ex, etc.
• Drafts, edits and disseminates information through presentations, charts, graphs, diagrams, spreadsheets, letters, email, mail, memos, itineraries, etc.
• Answers telephones and delivers accurate and timely messages.
• Reviews and revises monthly prebills; prepares correspondence for each and submits revised prebills and drafts letters to lawyer for approval; submits to accounting department for final invoices; mails and emails specific invoices to clients.
• Inputs attorney time as needed utilizing the Firm’s time entry software on a daily basis.
• Interacts with clients, vendors, attorneys and staff to maintain good relations.
• Maintains workstation and surrounding area which may require lifting, squatting, kneeling, or bending.
• Closes files per lawyer requests in Firm software, currently NBI.
• Reconciles and submits travel, client development, and client expenses for reimbursement through Chrome River and reconciles AMEX statements for all assignments.
• Other projects as assigned by Lawyers and Office Administrator.

• High School Diploma required; some college and/or PLS Certification desirable.
• Minimum of three (3) years work experience in a law firm environment, or related professional experience.
• Knowledge of legal terminology, USPTO systems, and rules for filings and correspondence.
• Knowledge of electronic client invoicing.
• Ability to gather data, compile information and prepare reports.
• Strong organizational and records management skills.
• Ability to communicate effectively and with tact and diplomacy, both orally and in writing.
• Ability to maintain confidentiality of all information.
• Advanced computer and software application skills.
• Ability to organize and prioritize numerous tasks.
• Strong knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, PowerPoint, etc.
• Working knowledge of New Business Intake, The Source, Intapp Time, Aderant,…