U.S. Filing Specialist
Office Flex Office Location Flexible, CA 94105 US
Job Description
About the Role – US Filing Specialist
The US Filing Specialist provides advanced administrative support for patent prosecution, focusing on U.S. patent matters. This role involves managing client portfolios, handling USPTO filings, tracking deadlines, and ensuring high-quality service and satisfaction for assigned clients.
Key Responsibilities:
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Manage all administrative aspects of U.S. patent prosecution for assigned clients using in-depth knowledge of USPTO processes.
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Build and maintain strong client relationships to anticipate and meet client needs.
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Maintain manual and electronic dockets; track and communicate deadlines to attorneys and coordinate with the docketing team.
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Prepare and file accurate USPTO documents, such as Information Disclosure Statements, in line with official rules and firm protocols.
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Process incoming mail and USPTO correspondence; report updates to clients and maintain electronic records.
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Follow client-specific guidelines and preferences in all tasks.
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Respond to client inquiries and provide updates on patent portfolios.
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Stay current with U.S. patent regulations, including 37 C.F.R. and MPEP.
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Support team members by handling overflow work and mentoring junior staff.
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Assist with administrative tasks such as client onboarding/offboarding, fee submissions, and special projects.
About You
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A bachelor’s degree or prior experience in patent law is preferred, with 2–3 years of progressive experience in patent prosecution required.
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Skilled at managing tasks independently from start to finish, with minimal guidance.
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Possess in-depth knowledge of USPTO procedures, including familiarity with the 37 C.F.R., MPEP, and tools like Patent Center and Assignment Center.
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Demonstrate exceptional accuracy and attention to detail, with strong proofreading skills to ensure error-free work.
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Committed to delivering outstanding client service, both internally and externally.
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Strong written and verbal communication skills, along with solid grammar and math abilities.
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Highly organized and able to prioritize under pressure and meet tight deadlines.
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Approaches challenges with professionalism and knows when to escalate concerns.
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Technically adept, with proficiency in relevant tools (e.g., docketing systems, virtual file management) and the ability to learn new software quickly.
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Flexible and available for overtime, as needed, to support workflow demands.
Meet Your Recruiter
Dan James
Managing Director
After graduating with an Associates Degree in Business Administration from Westchester Community College Dan wasn't sure exactly what he wanted to do. In February 2013 he decided to put his knack for connecting people with one another to work when he joined The Phoenix Group. When he's not in the office you can find him skiing, golfing, or spending time with his family.