IP Docketing Specialist

Overview

This role supports intellectual property (IP) operations by managing data, conducting data audits, and processing communications related to patent and trademark matters. Responsibilities include reviewing, downloading, scanning, and coding documents according to established procedures, as well as assisting with projects involving client, record, and matter transfers.

Responsibilities

• Review, process, and docket incoming and outgoing communications for patent and trademark matters
• Utilize records management software to update and maintain accurate data
• Support data audit projects within Digital File, PATTSYWAVE, and PracticeLink systems to ensure data alignment
• Assist with projects related to inbound and outbound transfer of client documents, files, and matters
• Support IP client portal setup and maintenance
• Generate docket reports, data extracts, and other digital records reports as requested
• Assist the docketing manager with software implementation projects, focusing on data auditing
• Respond to requests from internal personnel
• Maintain regular and consistent attendance
• Perform other duties as assigned

Requirements

Education

• Bachelor's degree or equivalent experience

Experience

• 3 to 5 years of patent prosecution experience, both foreign and domestic (U.S.)
• Prior experience in the intellectual property field within a law firm or corporate in-house environment

Skills

• Proficiency with Adobe Acrobat, Microsoft Word, and Excel
• Keen attention to detail
• Excellent interpersonal and communication skills, capable of working with diverse attorneys and staff via telephone, email, and in person
• Advanced knowledge of software and hardware used for processing tasks
• Professional demeanor with high-quality work standards
• Ability to prioritize and perform effectively under pressure
• Adaptability to changing responsibilities and circumstances
• Team-oriented with the ability to contribute to effective team relationships
• Proactive problem identification and resolution or escalation
• Ability to manage stress in a fast-paced environment
• Capability to handle multiple daily tasks and meet deadlines
• Independent judgment and discretion
• Ability to learn and apply new ideas

Other

• No supervisory responsibilities
• Use of personal computer and standard office equipment including telephone, calculator, fax machine, copier, and scanner

Essential Job Functions

• Ability to sit or stand for extended periods and perform prolonged computer use
• Ability to utilize technology including computers and telecommunication devices
• Ability to read and interpret written documents and computer screens accurately
• Effective oral and written communication skills at all levels
• Willingness to work extended hours as required

Working Conditions

• Remote position with occasional extended hours beyond normal schedule
• Periodic in-office work may be requested; proximity to the office is important

Compensation

This is a non-exempt position. Pay ranges vary by location:

• Pittsburgh and Houston:
  • Hourly rate: $27.93 – $33.65
  • Estimated annual compensation: $58,100 – $70,000
• Philadelphia:
  • Hourly rate: $29.90 – $41.25
  • Estimated annual compensation: $62,200 – $85,800
• Washington, DC:
  • Hourly rate: $31.88 – $43.99
  • Estimated annual compensation: $66,300 – $91,500

Benefits

• 401(k) retirement plan
• Medical, dental, and vision insurance
• Health savings account (HSA)
• Virtual health services
• Accident, hospital indemnity, and critical illness insurance
• Life insurance
• Short-term and long-term disability coverage
• Flexible spending accounts (FSA)
• Employee assistance program (EAP)
• Paid family leave (for eligible staff)
• Transportation benefit
• Back-up child care services
• College coach program
• Pet insurance
• Paid sick time (for exempt staff)
• Paid time off for full-time, non-temporary employees

The employer offers a business casual dress code, tuition assistance, and a comprehensive total compensation package.