Operations Specialist
The Operations Department uniquely serves as the organizational instrument for providing critical non-IP functions to the firm's IP departments. The department encompasses both the Mail Room and File Room functions. As such, the Operations Specialist must efficiently and effectively provide both functions firm wide. Additionally, the Operation Specialist serves as the Interim Receptionist when necessary.
Overview
Summary
- The Operations Specialist possesses a sufficient understanding of IP prosecution and terminology to direct all incoming mail and process all outgoing mail
- The Operations Specialist possesses a sufficient understanding of IP prosecution and terminology to track, handle and deliver physical case files.
- This position is non-exempt.
Reporting Requirements
- The Operations Specialist reports to the Operations Manager
Organizational Relationships
- The Operations Specialist works closely with the Operations Manager to identify procedural strengths and weaknesses within the Operations Department.
Areas of Responsibility
Projected Duties and Responsibilities
- Fully adhere to firm confidentiality standards to include, but not limited to: attorney — client correspondence and communications.
- Execute and/or assist in special tasks or duties as requested by the Operations Manager.
- Mail Room Specific:
- Scan, acknowledge and save incoming hardcopy mail and facsimile to the firm's portfolio management system and forward to the respective attorney/admin/department.
- Handle and process incoming and outgoing mail and facsimile.
- Deliver inter-office mail to the appropriate individual(s) and department(s).
- Deliver daily paper filings to the USPTO, if necessary.
- File Room Specific:
- Conduct file location audits in accordance with established schedule and/or as necessary to include both onsite and off-site file storage locations.
- Maintain and enforce firm's file maintenance policies for physical case file in centralized File Room.
- Maintain and enforce the firm's file retention policies for both electronic and physical case file.
- Input new barcodes on physical file jackets for Transfer-In case files as received by the Special Projects Department.
- Handle Transfer-Out case files to include, but not limited to: deactivation of existing barcodes on physical file jackets, close out the physical and electronic case records under the file retention policy and ship all related case material to the new firm post audit from Special Projects Department.
- Adhere to internal timetable for handling and clearing the department docket.
- Copy, scan and save all communications in the appropriate document management system.
Customer Service and Communications
- Provide efficient and effective interim personnel coverage to departments within the firm.
Orientation, Training and Documentation
- Cross-trained by the Lead IP Floater and the Firm Wide IP Trainers in all areas of IP department specific responsibility.
- Utilize and provide feedback for documented guidelines, processes and procedures.
Qualifications
Work Experience
Minimum of one (1) year of experience in a professional environment. Intellectual Property and/or legal experience may be beneficial.
Knowledge and Expertise
Required:
- Minimum high school diploma
- Knowledge of and experience with general office software such as Microsoft Word, Excel, Access, Outlook, etc.
- Ability to type 30+ words per minute with a high level of accuracy.
Strongly preferred:
- Knowledge of and experience with administrative issues related to an Intellectual Property and/or legal environment.
Other Requirements
- Service-oriented individual with enthusiasm for the challenges of providing complex services in a law firm setting.
- Detailed-oriented individual possessing organizational skills.
- Well-rounded, approachable individual able to effectively communicate with others in a professional setting.
- Facility for creative problem solving.
- Excellent oral and written communication skills.
- Ability to forge relationships with management, colleagues and a diverse clientele.
- Ability to multitask and work in a fast-paced environment.
- Ability to initiate and manage projects from inception through completion.
- Ability to fully adhere to firm confidentiality standards.
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