IDS Specialist

Jobtailor; Knoxville (TN); On-site; USD 42,000 - 62,000; Full time

Job summary

Jobtailor in Knoxville is seeking an organized administrative professional to support IP prosecution work focused on IDS preparation and filing with USPTO. You will work closely with attorneys and staff to ensure accurate citation, deadlines, and compliant documentation.

Responsibilities include maintaining IDS databases, handling billing and confidentiality, coordinating with vendors, and generating client reports.

Qualifications

• 1-2 years of administrative experience in a legal or IP-related role.
• Familiarity with USPTO forms, filing procedures, and IDS requirements preferred.
• Proficiency in Microsoft Office.
• Experience with IP management systems.
• Attention to detail and data accuracy.
• Strong organizational and time-management skills.
• Ability to communicate clearly with attorneys and staff.
• Willingness to learn new skills/software.
• Regular attendance and reliability.
• Must be 18+ and eligible to work.

Responsibilities

• Prepare and file IDS forms in compliance with USPTO rules
• Track and compile prior art references across U.S. and foreign patent families
• Maintain and update IDS reference databases or tracking sheets
• Coordinate with legal assistants and attorneys to verify citation accuracy and relevance
• Upload and submit IDS documents via USPTO EFS-Web or Patent Center
• Maintain confidentiality of attorney-client correspondence and communications
• Handle department docket timetables and urgent IDS deadlines
• Prepare, review, and edit billing invoices
• Save communications in the appropriate document management system
• Assist with IDS inbox management for large clients
• Forward IDS instructions to outside vendors and serve as a vendor liaison
• Assist with routine U.S. and foreign patent filing documents and correspondence
• Organize and maintain files according to firm and client guidelines
• Retrieve documents and filings from USPTO, WIPO, EPO, and other patent authority databases
• Track deadlines and coordinate timely filing and compliance
• Prepare client reporting, billing entries, and internal audit materials
• Support patent prosecution projects and administrative needs
• Create patent drawings from sketches, instructions, or CAD files to Patent Office specifications
• Communicate with attorneys and staff regarding client needs and application deadlines

Skills

Organizational skills

Attention to detail

Verbal communication

Written communication

Willingness to learn

Tools

Microsoft Office

USPTO EFS-Web

Patent Center

Document Management Systems

IP Management Systems

CAD Software

Job description

• Prepare and file IDS forms in compliance with USPTO rules


• Track and compile prior art references across U.S. and foreign patent families


• Maintain and update IDS reference databases or tracking sheets


• Coordinate with legal assistants and attorneys to verify citation accuracy and relevance


• Upload and submit IDS documents via USPTO EFS-Web or Patent Center


• Maintain confidentiality of attorney-client correspondence and communications


• Handle department docket timetables and urgent IDS deadlines


• Prepare, review, and edit billing invoices


• Save communications in the appropriate document management system


• Assist with IDS inbox management for large clients


• Forward IDS instructions to outside vendors and serve as a vendor liaison


• Assist with routine U.S. and foreign patent filing documents and correspondence


• Organize and maintain files according to firm and client guidelines


• Retrieve documents and filings from USPTO, WIPO, EPO, and other patent authority databases


• Track deadlines and coordinate timely filing and compliance


• Prepare client reporting, billing entries, and internal audit materials


• Support patent prosecution projects and administrative needs


• Create patent drawings from sketches, instructions, or CAD files to Patent Office specifications


• Communicate with attorneys and staff regarding client needs and application deadlines

Requirements

• 1-2 years of administrative experience in a legal or IP-related role


• Familiarity with USPTO forms, filing procedures, and IDS requirements strongly preferred


• Proficiency in Microsoft Office


• Experience with IP management systems


• Excellent attention to detail and data accuracy


• Strong organizational skills to handle multiple tasks and meet critical deadlines


• Strong verbal and written communication skills


• Willingness to learn new skills/software as needed


• Regular attendance at work


• Position may require more than 37.5 hours per week to perform essential functions


• Resume and professional references required for application


• Must be 18 years of age or older


• Must provide citizenship/employment eligibility information

Core Competencies

Demonstrates proficiency in preparing and filing IDS forms in compliance with USPTO rules, along with strong organizational skills to manage multiple tasks and deadlines. Familiarity with IP management systems and attention to detail are essential for supporting patent prosecution projects and maintaining accurate documentation.

Highest-signal resume keywords

• Familiarity With USPTO Forms


• IP Management Systems Experience


• Microsoft Office Proficiency


• Strong Organizational Skills


• Excellent Attention To Detail

ATS Optimization Keywords

Hard Skills

• IDS Preparation


• Patent Filing Procedures


• Document Management


• Billing Invoice Preparation


• Data Accuracy


• Patent Drawing Creation


• Deadline Tracking


• Client Reporting


• Communication With Attorneys


• Confidentiality Maintenance

Soft Skills

• Strong Verbal Communication


• Strong Written Communication


• Organizational Skills


• Attention To Detail


• Willingness To Learn

Industry Keywords

• Intellectual Property


• Patent Prosecution


• Prior Art References


• Legal Administration


• Confidentiality

Tools & Technologies

• USPTO EFS-Web


• Patent Center


• Document Management Systems


• CAD Software


• IP Management Systems