Job Details

Legal Secretary

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Company name

Lowenstein Sandler

Organization Type

Law Firm

Job Type

Legal Staff

Practice Area

Intellectual Property - Patent General

Years of Experience

3-5 yrs required


Palo Alto, CA

Posted on

Aug 26,2017

1220 hits 36 times Apply


The Legal Secretary's role is to provide administrative support to assigned firm personnel; assist and relieve attorneys and other personnel of administrative and clerical work by performing essential duties and responsibilities which include the following:

Essential Job Requirements:

• Answer telephones for attorneys, as well as others in a professional manner; take messages and forward calls to appropriate parties.

• Process daily mail (open, date stamp and route).

• Maintain calendars of all assigned attorneys and schedule meetings for attorneys within parameters of attorneys' requirements.

• Draft/revise routine correspondence and documents.

• Operate office equipment such as printers, facsimile machines, photocopying machines and pdf scanners. Ensure they are available for use (e.g., filled with paper, etc.).

• Maintain skills necessary to function effectively and meet all expectations of the role, including the basic functions of core technology tools.

• Schedule meetings and notify all parties involved; remind participants of meetings.

• Prepare documents as applicable

• Enter important dates on department calendar and/or notify the appropriate personnel of same (e.g., Docket Department).

• Remind attorneys of deadlines for filings, Federal Express packages, etc.

• Create new client matter accounts (conflict checks, intakes, retainer letter and file opening).

• Maintain contact lists for client matters.

• Organize and maintain client files and keep filing up-to-date; retrieve existing files through RIO and close out and send files to off-site storage.

• Enter attorneys' time.

• Assist with monthly billing, including meeting Finance Department deadlines, photocopying and final preparation for mailing.

• Clarify tasks; confirm understanding.

• Prepare travel arrangements for attorneys and for clients, if needed.

• Provide coverage to other attorneys in section when assigned secretaries are out of office or when workflow requires/permits.

• Accept change and work to incorporate change into daily work environment.

Skills, Knowledge and Abilities:

• Provide good client service by maintaining a positive and professional attitude as well as positive and cooperative relationship with legal staff, peers and administrators, as well as when interacting by phone or in person with the firm's clients and external contacts.

• Three to five years of Patent secretarial experience in a law firm is required.

• Working knowledge of the CFR, MPEP and other patent-related laws and regulations.

• Working knowledge and experience with reviewing and reconciling a patent docket.

• Working knowledge and experience with Patent Application Information retrieval System (Private PAIR ),Electronic Filing System ( EFS), Electronic Patent Assignment System (EPAS)

• Accurate typing skills of a minimum of 55 wpm.

• Excellent telephone skills.

• Ability to transcribe tapes.

• Accurate spelling, punctuation, sentence structure and grammar.

• Knowledge of legal practices and terminology.

• Intermediate knowledge of Word and time entry programs required.

• Basic internet research (PACER, travel, etc.) skills.

• Basic knowledge of Power Point and Excel.

• Knowledge of Finance Department forms (check requests, trust account service memos, expense reports).

• Demonstrate ability to communicate with clients, opposing counsel, courts, agencies and the general public in a professional manner.

• Demonstrate a professional demeanor at all times. Exhibit a desire to team with support staff, peers, attorneys and administrators.

• Ability to prioritize work and adjust priorities.

• Maintain reliable attendance record and punctuality.

• Sound knowledge of firm policies and procedures.

• Demonstrate willingness to undertake additional responsibilities and assist others when requested.

Office Location: Palo Alto, California Schedule: Full-Time, Monday-Friday; 9:00 AM - 5:30 PM Amount of Travel Required: None 

Company info

Lowenstein Sandler