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HBSR is seeking an IP Specialist (Overflow) to be based in either the Lincoln or Boston office, with the potential to work remotely upon approval. Available work hours are Monday–Friday, with schedule options of 9:00 a.m.–5:00 p.m., 9:30 a.m.–5:30 p.m., or 10:00 a.m.–6:00 p.m. This is a non-exempt position which reports to the Office Administrator, Jill Boodry.

Overall responsibility is to provide support to meet time-driven deadlines including, but not limited to, court and PTO filings, preparation of various correspondence, patent applications, Information Disclosure Statements (using BlackBox IDS), Assignments, Responses to Office Actions and Amendments. This position may also occasionally provide desk coverage during vacations or leaves of absence (including for night staff). The ideal candidate possesses the following attributes: detail-oriented, reliable, proactive, can work both independently and as part of a team, and has excellent verbal and written communication skills.

Specific Responsibilities:

  • Prepares letters, forms, applications and other documents for transmittal to the USPTO.
  • Prepares correspondence and various documents for transmittal to clients and Foreign Associates.
  • Transcribes from digital files.
  • Keeps current on changes to Hamilton Brook Smith Reynolds Practice & Procedures Manual.
  • Communicates with Docketing department staff to receive docket numbers, related application information and client status reports
  • Communicates with Quality Review to alert them of documents being filed with the USPTO to ensure timely checking and e-filing of USPTO documents and completes e-filing process to the USPTO after review.             
  • Assists with file transfer process.
  • Works independently to solve problems and accomplish tasks with limited resources.
  • Ensures smooth transition of work from daytime to evening staff, as needed.
  • Communicates status of all evening work performed to appropriate personnel.
  • Other duties as assigned.

The successful candidate will possess:

  • A minimum of one year of legal secretarial experience in a professional services environment is required. (Intellectual Property or Foreign Filing experience is strongly preferred.)
  • Flexibility to respond to immediate and changing needs of supervisors and legal staff.
  • Extensive knowledge of Microsoft Office Suite, including Word, Excel and PowerPoint.
  • Knowledge of docketing software, document management systems and IDS software.
  • Ability to utilize computerized litigation support software and related software applications when applicable.
  • Excellent transcription and technical skills.
  • Strong attention to detail and good judgement.
  • Excellent communication, interpersonal and organizational skills.
  • Ability to meet filing deadlines, prioritize and multi-task.
  • A positive approach and a professional, unflappable demeanor.
  • Ability to be a team player and able to work independently.

To apply, please send resume, cover letter and salary requirement to hradmin@hbsr.com. 

Hamilton, Brook, Smith & Reynolds, P.C. is an equal opportunity employer and affords equal opportunity to all applicants for all positions without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, veteran status or any other status protected under local, state or federal laws.