Legal Staff Legal Secretary in Dallas, TX

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Law Firm

Dallas, TX

Legal Staff Legal Secretary in Dallas, TX

Legal Staff

Min 3 yrs required

No

Job Title: Legal Secretary, Intellectual Property

Job Responsibilities:
The Legal Secretary for the Intellectual Property department at the law firm is tasked with providing comprehensive administrative and document processing support to assigned attorneys and/or paralegals. This role, under the general supervision of the Office Administrator, is full-time and non-exempt, based in the Dallas office. The essential duties and responsibilities include, but are not limited to:

- Providing confidential administrative assistance, which involves composing and preparing documents and correspondence of a confidential nature. This may require extended periods at a computer workstation.
- Formatting patent prosecution documents such as amendments, petitions, restriction requirements, advisory actions, notices of incomplete documents, information disclosure statements, responses to notices to file missing parts, certificates of correction, and draft responses to office actions.
- Establishing, maintaining, and overseeing files, correspondence, databases, records, certificates, and other documents.
- Preparing documents and correspondence that require knowledge of legal terminology and document formats, including patent applications and various Patent Office responses.
- Handling requests for Continued Examinations and monitoring and updating prosecution deadlines.
- Reviewing incoming USPTO correspondence and reporting to clients.
- Investigating prosecution-related issues in the Patent Center.
- Scheduling appointments, maintaining assignment calendars, and coordinating meetings and conferences, including travel, lodging, transportation, and meal arrangements.
- Coordinating outsourced copy jobs and providing photocopying and scanning of correspondence and documents, which may require lifting and carrying file folders.
- Managing incoming and outgoing correspondence, including emails to clients, faxes, hand deliveries, and FedEx.
- Drafting, editing, and disseminating information through presentations, charts, graphs, diagrams, spreadsheets, letters, memos, itineraries, etc.
- Answering telephones and delivering accurate and timely messages.
- Reviewing and revising monthly prebills, preparing correspondence, and submitting revised prebills to the accounting department for final invoices.
- Inputting attorney time using the firm's time entry software daily.
- Interacting with clients, vendors, attorneys, and staff to maintain good relations.
- Maintaining the workstation and surrounding area, which may require physical activities such as lifting, squatting, kneeling, or bending.
- Closing files per lawyer requests using the firm's software.
- Reconciling and submitting travel, client development, and client expenses for reimbursement and reconciling AMEX statements for all assignments.
- Performing other projects as assigned by lawyers and the Office Administrator.

Education and Experience Information:
- A high school diploma is required, with some college education and/or PLS Certification being desirable.
- A minimum of three years of work experience in a law firm environment or related professional experience is preferred.
- The candidate should possess knowledge of legal terminology, USPTO systems, and rules for filings and correspondence.
- Familiarity with electronic client invoicing, data gathering, compiling information, and report preparation is necessary.
- Strong organizational and records management skills, effective communication abilities, and the capacity to maintain confidentiality are essential.
- Advanced computer and software application skills, particularly with the Microsoft Office Suite, are required.
- Knowledge of specific software such as New Business Intake, The Source, Intapp Time, Aderant, Chrome River, CPI software, and familiarity with Anaqua is beneficial.
- The ability to multitask, work under time constraints, and function well both independently and in a team environment is crucial.
- Strong organizational, decision-making, and problem-solving skills are mandatory, along with a professional demeanor and reliability.

Salary Information:
The text does not provide specific salary information for the position of Legal Secretary, Intellectual Property.

Physical Demands:
- The role involves moderate physical activity and requires the ability to work at a computer for extended periods.
- The candidate must be capable of routinely lifting and carrying file folders weighing up to 20 pounds.
- Extensive telephone use is required, along with the ability to staple and collate repetitively.
- The position demands physical abilities such as lifting, squatting, kneeling, and bending.

Working Condition and Environment:
- The position may be hybrid, requiring at least four days in the office, with the possibility of working remotely for one day each week.
- It is a full-time position requiring a five-day workweek, with additional hours as needed to meet deadlines or manage workload peaks.

The law firm is an equal opportunity employer, considering all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other basis protected by federal, state, or local law.

Jul 02, 2025
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