Filing Specialist Jobs (NOW HIRING)

Cooley is seeking an IP US Filing Specialist (Quality Control) to join the IP Services team.

Preferred working hours are: 8:30a - 5:30p or 9a - 6p ET. Flexibility may be available based on business needs.

Position Summary: The IP US Filing Specialist (Quality Control) is responsible for carrying out quality control (QC) functions associated with US patent filings. The Specialist also carries out the full duties and responsibilities of a US Filing Specialist in providing full support to patent attorneys, agents, and clients in filing and maintaining US applications and patents. Specific duties and responsibilities include, but are not limited to, the following:

Position Responsibilities:

QC responsibilities:

• Coordinate with IP professional staff and patent practitioners to ensure the accuracy, completeness, and timeliness of US patent filings
• Complete quality control checklist to ensure compliance with the firm's risk management directives and best practices
• Triage incoming US filings to be checked, prioritizing as necessary and communicating expected turnaround to the filing USFS and practitioners

US Filling Specialist (USFS) responsibilities:

• Coordinate with IP professional staff, patent practitioners and clients with respect to assigned US patent prosecution matters
• Analyze correspondence received from USPTO to ensure accuracy of information for docketing purposes; forward all USPTO mail to Client Team and provide timely reminders of upcoming dates
• Prepare and review required documents for filing; upload of same with the USPTO all US patent prosecution filings, including applications, (utility or design, provisional, nonprovisional, divisional, continuation, and national stage), responses to any PTO actions or examinations, petitions, terminal disclaimers, issue fee payments, etc.
• Prepare, file and report of US formalities (e.g., POAs, assignments, declarations, drawings),
• and non-substantive USPTO documents, such as filing receipts, publications, along with preparation of reminder letters to clients of upcoming deadlines
• Handle and report all substantive USPTO actions with input from Responsible Attorney, including preparing draft amendments/responses to official actions and notices to file missing parts, obtaining identified references, processing notices of allowance including attending to the Notice of Allowance Review Form in coordination with the Patent Prosecution Specialist and Patent Practitioner, addressing any inventorship/assignment issues, and preparing related paperwork (e.g., extensions, RCEs, corrected ADSs, name changes, maintenance fee addresses, etc.)
• Proof and forward Letters Patent to the client
• Provide client support for portfolio management, including accommodating client-specific reporting guidelines, and responding to client phone calls and/or emails relating to specific requests or reports
• Sustain working knowledge of US patent prosecution rules and recommend procedural modifications to accommodate changes, as needed
• Maintain a secondary docket of due dates for each assigned client as outlined in the Patent Prosecution Policies and Procedures Manual
• Review docket reports and provide detailed annotations related to upcoming dates daily
• Complete administrative tasks including maintenance of client data rooms, responding to deadlines and changes to dockets, along with other communication with the central Docketing Department, run patent reports, transfer in/out of patent matters and other special projects as assigned with support of assigned administrative staff, where applicable
• Communicate regularly with the assigned Patent Prosecution Specialist (PPS) regarding the timing of filing IDSs, as well as reporting any IDS filed to the client

Skills & Experience

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required
• 3+ years experience in an IP-related role

Preferred:

• Bachelor's degree
• Previous law firm experience
• Direct responsibility for carrying out quality control functions associated with US patent filings

• Experience researching IP status and history in PTO databases, including USPTO systems (PatentCenter), WIPO Patentscope and, the EPO Patent Register, as well as public databases in other jurisdictions

• Possess working knowledge and keep abreast of rules according to USPTO procedures, 37 C.F.R., the Manual of Patent Examining Procedure (MPEP) rules

Competencies

• Excellent attention to detail

• Strong verbal and written communication skills

• Ability to organize, prioritize and coordinate multiple activities

• Strong judgment

• Team-player with collaborative spirit

• Unwavering ability to handle and maintain confidentiality regarding firm information, projects, client data (if applicable)

• High level of professionalism at all times

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.

EOE.

The expected hourly pay range for this position with a work schedule of 40 hours per week is $43.50 - $64.00 ($90,480 - $133,120 annually) . Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off ("PTO") and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.