IDS Specialist

Jobtailor; Minneapolis (MN); On-site; USD 45,000 - 65,000; Full time

Job summary

Jobtailor in Minneapolis seeks an IP Administrative Assistant to prepare and file IDS forms, track prior-art references, and maintain IDS databases. You will collaborate with attorneys, verify citations, and ensure timely submissions through USPTO portals.

The role emphasizes confidentiality, accuracy, and meeting deadlines in a fast-paced legal environment. You will also manage billing, organize files per firm/client guidelines, and assist with routine patent filings.

Qualifications

• 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
• Ability to create patent drawings from sketches, instructions, or CAD files to scale and according to Patent Office specifications, if assigned drafting responsibilities

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 and tracking sheets.
• Coordinate with legal assistants and attorneys to verify citation accuracy and relevance.
• Upload and submit IDS documents through USPTO EFS-Web or Patent Center.
• Maintain confidentiality of attorney-client communications.
• Handle department docket timetables and urgent IDS deadlines.
• Prepare, review, and edit billing invoices.
• Save communications in the appropriate document management system.
• Manage IDS inboxes for large clients.
• Forward IDS instructions to outside vendors and mediate with vendors.
• 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 filings.
• Prepare materials for client reporting, billing entries, and internal audits.
• Support patent prosecution projects and administrative needs.
• Create patent drawings from sketches, instructions, or CAD files when assigned.
• Communicate with attorneys and staff regarding client needs and application deadlines.

Skills

IDS Preparation

USPTO procedures

Attention to Detail

Organization

Tools

USPTO EFS-Web

Patent Center

Microsoft Office

CAD Software

Document Management Systems

Job description

• Prepare and file Information Disclosure Statement (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 and tracking sheets


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


• Upload and submit IDS documents through 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


• Manage IDS inboxes for large clients


• Forward IDS instructions to outside vendors and mediate with vendors


• 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 filings


• Prepare materials for client reporting, billing entries, and internal audits


• Support patent prosecution projects and administrative needs


• Create patent drawings from sketches, instructions, or CAD files when assigned


• 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


• Ability to create patent drawings from sketches, instructions, or CAD files to scale and according to Patent Office specifications, if assigned drafting responsibilities

Core Competencies

Demonstrates proficiency in preparing and filing Information Disclosure Statement (IDS) forms in compliance with USPTO rules, along with strong organizational skills to manage deadlines and coordinate with legal teams. Capable of utilizing IP management systems and Microsoft Office to maintain accurate records and support patent prosecution projects.

Highest-signal resume keywords

• Information Disclosure Statement (IDS) Preparation


• USPTO Filing Procedures


• IP Management Systems


• Microsoft Office Proficiency


• Attention to Detail

Hard Skills

• Information Disclosure Statement (IDS) Preparation


• Patent Filing Procedures


• Patent Drawing Creation


• Data Accuracy


• Document Management Systems

Soft Skills

• Strong Organizational Skills


• Verbal Communication


• Written Communication


• Attention to Detail

Industry Keywords

• Intellectual Property (IP)


• Patent Prosecution


• Prior-Art References


• Confidentiality


• Client Reporting

Tools & Technologies

• USPTO EFS-Web


• Patent Center


• Microsoft Office


• CAD Software