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Legal Services Assistant
Location: Chicago,Columbus,Indianapolis,New York,Philadelphia,Washington D.C.
Pay Type: Hourly
Department: Intellectual Property
Job Description:
Ice Miller LLP is seeking a Legal Services Assistant to support attorneys in our Intellectual Property group. This Legal Services Assistant will manage all aspects of the administrative practice, including legal and non-legal processes. The Legal Services Assistant will also be responsible for assisting attorneys and paralegals in the performance of complex and specialized clerical duties relating to all aspects of the legal process. This person must be capable of working in a fast-paced environment with time-sensitive materials and maintain strict confidentiality due to the nature of the position.

Essential Job Duties: 
•Assisting with the preparation and filing of patent prosecution formality documents, such as Application Data Sheets, Power of Attorneys, Declarations, Assignments, etc., as well as preparing shells for substantive documents, such as Responses to Office Actions, Restriction Requirements, Amendment After Allowances, etc.; Assist with preparation and recordation of Assignment documents with USPTO
•Filing new applications with the USPTO and PCT Receiving office
•Preparing Information Disclosure Statements; assisting with downloading prior art from multiple sources, and formatting prior art in a USPTO-acceptable format
•Paying maintenance fees and other renewal/annuity costs
•Assisting with the preparation of routine correspondence to clients and foreign associates
•Proactively managing patent prosecution dockets; monitoring and following-up on dates associated with the US and foreign patent prosecution docket, including clearing dates and providing follow-up with attorneys, clients, and foreign associates in order to provide adequate time to respond
•Providing support to IP team members with special projects and overflow of routine responsibilities
•Maintaining electronic files; ensuring all documents and correspondence are properly stored in the firm’s electronic document management systems
•Processing new matter intake requests, performing conflict checks
•Answering, providing assistance during, and appropriately directing telephone calls for legal staff members as needed
•Managing the scheduling of meetings, appointments, due dates, client-related activities, and case dates on electronic calendars for multiple legal staff members
•Maintaining positive relations with internal clients and co-workers and contribute to the self-directed team structure to assist with overflow and specialized tasks within guidelines set by the firm

Minimum Requirements:
•High School diploma required
•Minimum of three years as an IP Legal Assistant specializing in patent prosecution in a law firm environment required
•Experience with Microsoft Office Suite and Adobe Pro required
•Familiarity with IPDAS, CPi docketing software a plus
•Excellent time management skills and ability to work in high pressure environments; ability to shift priorities quickly without compromising deadlines or quality
•Ability to be proactive and to identify and address problems quickly
•Excellent clerical skills and knowledge of grammar, spelling and punctuation 
•Exceptional attention to detail and ability to work independently
•Computer proficient, intermediate or advanced experience using Microsoft Office products such as Word, Excel, and PowerPoint
•Ability to perform all essential duties 

Candidates must have permanent authorization to work in the United States. In addition, candidates must be fully vaccinated for Covid-19, except those who have an approved medical or religious exemption.

Ice Miller is committed to recruiting, developing and retaining talented attorneys and professional staff from all backgrounds. In order to succeed, we take great pride in a culture of inclusion where everyone at Ice Miller feels respected, is treated fairly and has the opportunity to perform at the highest potential. Learn more about Ice Miller’s Diversity & Inclusion efforts on our website.

Ice Miller is an Equal Opportunity Employer.
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