IP Docketing Specialist- 3656359

AMS Staffing Inc.; Wisconsin; Hybrid; USD 60,000 - 75,000; Full time

Job summary

AMS Staffing Inc. is seeking an IP Docketing Specialist to join a well-regarded law firm in Madison, WI or Brookfield, WI or Minneapolis, MN. This hybrid role requires precise docketing and keen attention to deadlines.

You will maintain domestic and international IP dockets, review notices, and support attorneys and paralegals in preparing filings. Strong organizational and communication skills are essential, along with proficiency in Outlook and Excel.

Qualifications

• 2+ years of IP docketing or IP administration experience.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to manage multiple deadlines and competing priorities.
• Strong written and verbal communication skills.

Responsibilities

• Maintain domestic and international patent and trademark dockets.
• Enter, calculate, monitor, and update critical IP deadlines.
• Review USPTO notices, office actions, filing receipts, and foreign communications.
• Track prosecution, maintenance, renewal, annuity, and post-grant deadlines.
• Monitor US/foreign filing requirements (PCT, national stage, priority).
• Communicate deadlines and issues to attorneys and paralegals.
• Conduct docket audits and quality-control reviews.
• Maintain accurate electronic records and supporting documentation.
• Assist attorneys and paralegals with filings information.
• Provide guidance and backup to IP team members.
• Assist with training and onboarding of docketing procedures.
• Identify process improvements in docketing workflows and technology.

Skills

IP docketing

Attention to detail

Organizational skills

Time management

Communication skills

Confidentiality

Microsoft Outlook

Microsoft Excel

Tools

Microsoft Outlook

Microsoft Excel

Job description

Job Title: IP Docketing Specialist

Location: Madison, WI 53703 OR Brookfield, WI 53005 OR Minneapolis, MN 55402

Work Environment: Hybrid (3 days in office/2 remote) After ramp up

Job Description

Our client, a well-regarded law firm, is seeking an IP Docketing Specialist to join their team.

Key Responsibilities

• Maintain domestic and international patent and trademark dockets.
• Enter, calculate, monitor, and update critical IP deadlines in the firm's docketing system.
• Review USPTO notices, office actions, filing receipts, foreign counsel communications, and other IP documents to identify deadlines.
• Track prosecution, maintenance, renewal, annuity, registration, and post-grant deadlines.
• Monitor U.S. and foreign filing requirements, including PCT, national stage, and priority-related matters.
• Communicate upcoming deadlines and potential issues to attorneys and paralegals.
• Conduct regular docket audits and quality-control reviews to identify discrepancies or missing information.
• Maintain accurate electronic records and supporting documentation.
• Assist attorneys and paralegals with gathering information needed for upcoming filings.
• Provide guidance and backup support to other IP team members.
• Assist with training and onboarding related to docketing procedures.
• Identify opportunities to improve docketing processes, workflows, and technology.
• Stay current with USPTO procedures, IP prosecution practices, and docketing best practices.

Qualifications

Required:

• 2+ years of experience in IP docketing, intellectual property administration, legal support, or a similar detail-oriented role.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to manage multiple deadlines and competing priorities.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong computer skills and ability to learn new software quickly.
• Proficiency with Microsoft Office, particularly Outlook and Excel.
• Ability to work independently and as part of a team.

Preferred:

• Experience in an intellectual property law firm or legal department.
• Patent and/or trademark docketing experience.
• Familiarity with USPTO procedures and terminology.
• Experience with foreign patent and trademark prosecution.
• Experience using IP docketing or legal practice management software.
• Experience with docket audits or quality-control reviews.
• IP paralegal or legal assistant experience.