IDS Specialist – Information Disclosure Statement

Jobtailor; Atlanta (GA); On-site; USD 50,000 - 70,000; Full time

Job summary

Jobtailor is seeking a Patent IDS administrative assistant in Atlanta, GA to file IDS forms, track prior art, and manage docket timelines for USPTO filings. You will collaborate with attorneys and legal staff to ensure citation accuracy and confidentiality while maintaining databases and assisting billing and document management tasks.

The role requires attention to detail, familiarity with USPTO procedures, and the ability to handle multiple deadlines.

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.
• Ability to work more than 37.5 hours per week when required to perform essential functions.
• Resume and professional references required.

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 time-sensitive IDS action items.
• Prepare, review, and edit billing invoices.
• Save communications in the appropriate document management system.
• Assist with management of IDS inboxes for large clients.
• Forward IDS instructions to outside vendors and serve as a mediator with vendors.
• Monitor dockets for urgent IDS deadlines.
• 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 key deadlines and coordinate timely filing and compliance.
• Prepare materials for client reporting, billing entries, and internal audits.
• Support special projects and administrative needs within the patent prosecution group.
• Create patent drawings from sketches, instructions, or CAD files to Patent Office specifications.
• Communicate with attorneys and staff regarding client needs and application deadlines.

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 time-sensitive IDS action items
• Prepare, review, and edit billing invoices
• Save communications in the appropriate document management system
• Assist with management of IDS inboxes for large clients
• Forward IDS instructions to outside vendors and serve as a mediator with vendors
• Monitor dockets for urgent IDS deadlines
• 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 key deadlines and coordinate timely filing and compliance
• Prepare materials for client reporting, billing entries, and internal audits
• Support special projects and administrative needs within the patent prosecution group
• 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
• Ability to work more than 37.5 hours per week when required to perform essential functions
• Resume and professional references required

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 excellent attention to detail are essential for maintaining accurate records and communications.

Highest-signal resume keywords

• Familiarity With USPTO Forms
• Experience With IP Management Systems
• Strong Organizational Skills
• Excellent Attention To Detail
• Strong Verbal And Written Communication Skills

Hard Skills

• Preparing IDS Forms
• Filing Procedures
• Data Accuracy
• Patent Filing Documents
• Creating Patent Drawings
• Document Management
• Billing Invoices
• Tracking Deadlines
• Compiling Prior Art References
• Maintaining Reference Databases

Soft Skills

• Strong Organizational Skills
• Attention To Detail
• Verbal Communication
• Written Communication
• Willingness To Learn

Industry Keywords

• Intellectual Property
• Patent Prosecution
• IDS Requirements
• Legal Administration
• Confidentiality

Tools & Technologies

• Microsoft Office
• USPTO EFS-Web
• Patent Center
• Document Management System
• CAD Software