Paralegal (Intellectual Property)

Spencer Fane LLP; Phoenix (AZ); Hybrid; USD 93,000 - 103,000; Full time

Job summary

Spencer Fane LLP in Phoenix, AZ seeks a Paralegal (Intellectual Property) to provide patent prosecution support for multiple attorneys. The role emphasizes compliance with statutory requirements and tight organization in a collaborative IP practice group.

Hybrid work with two in-office days after 90 days, with a 37.5-hour week and potential travel. The ideal candidate has at least three years of patent prosecution experience, strong Microsoft Office skills, and the ability to liaise with foreign

Qualifications

• Minimum of three (3) years of patent prosecution experience.
• Bachelor's degree and/or paralegal certificate required.
• Proficient with Microsoft Office; document management systems and Adobe Acrobat experience preferred.

Responsibilities

• Prepare, file, and manage U.S. and international patent applications (provisional, non-provisional, PCT, national-phase).
• Draft, review, and submit USPTO documents such as Office Action responses and IDSs; manage papers from inventors and Powers of Attorney.
• Coordinate international patent filings with foreign associates and oversee global deadlines.
• Maintain accurate docketing of all patent-related deadlines per USPTO and foreign jurisdictions.
• Serve as point of contact for attorneys and foreign counsel regarding filing requirements and case status.
• Organize and maintain patent prosecution files and electronic records.
• Prepare and review daily docket reports and coordinate interactions with assigned attorneys and agents.
• Assist with incoming/outgoing file transfers and with portfolio management audits.
• Track time and billable hours to ensure proper charging; annual 1400-hour requirement.

Skills

Patent prosecution experience

Organization & time management

Communication skills

Education

Undergraduate degree / paralegal certificate

Tools

Microsoft Office

Adobe Acrobat

Job description

JOB TITLE: Paralegal (Intellectual Property)

FLSA STATUS: Non-Exempt

SCHEDULE: M-F 37.5 hrs./week

LOCATION: Phoenix, AZ (hybrid work environment with two in-office days after the first 90 days of in-office training)

REPORTS TO: Regional Office Administrator

POSITION SUMMARY:

This role is responsible for providing patent paralegal support to multiple attorneys, keeping in compliance with statutory requirements within the prosecution side of our firm-wide Intellectual Property practice group. It requires a confident and professional individual with good organizational skills and writing ability. Spencer Fane offers an excellent benefits package and an opportunity to work in a challenging and collaborative environment.

COMPENSATION:

At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the hourly rate for this position to be between $44.75 and $49.25.

PRIMARY RESPONSIBILITIES:

• Prepare, file, and manage U.S. and international patent applications, including provisional, non-provisional, PCT, and national-phase filings.
• Draft, review, and submit USPTO documents such as Office Action responses, Information Disclosure Statements (IDSs), manage formal papers from inventors and Powers of Attorney.
• Coordinate international patent filings with foreign associates and oversee global prosecution deadlines.
• Maintain accurate docketing of all patent-related deadlines, ensuring compliance with USPTO and foreign jurisdiction requirements.
• Serve as a point of contact for attorneys and foreign counsel regarding filing requirements, deadlines, and case status.
• Organize and maintain patent prosecution files and electronic records in accordance with firm standards.
• Prepare and review the daily docket report and proactive interaction with assigned attorneys and agents.
• Assists with coordination of incoming and outgoing file transfers.
• Processes incoming mail (original/electronic), reports communications from the U.S. Patent and Trademark Office to attorneys and clients, and ensures prompt responses to inquiries.
• Support patent portfolio management activities, including audits, reporting, and special projects as needed.
• Communicate professionally, productively, and efficiently with clients, contacts, attorneys, other paralegals, all other Firm workers, and all others.
• Track and record time to ensure services provided are appropriately charged.
• 1400 billable hours annual requirement.

QUALIFICATIONS:

• Education: Undergraduate degree and/or paralegal certificate required

EXPERIENCE, SKILLS & COMPETENCIES:

• Experience: Minimum of three (3) years of experience in a patent prosecution setting (law firm or in-house legal department) required.
• Technical Skills: Working knowledge of Microsoft Office (Word, Outlook, Excel); experience with document management systems and Adobe Acrobat preferred.
• Organizational & Time Management Skills: Ability to organize files, manage routine administrative tasks, and handle multiple assignments while meeting deadlines in a fast-paced environment.
• Judgment, Initiative & Prioritization: Applies sound judgment, initiative, and basic prioritization skills to complete assigned tasks accurately and on time, following established procedures.
• Communication & Collaboration: Clear and professional verbal and written communication skills; ability to work effectively with attorneys, paralegals, clients, and administrative staff.
• Confidentiality & Professionalism: Demonstrates discretion, professionalism, and respect for confidentiality when handling sensitive information.

SUPERVISORY RESPONSIBILITY:

WORKING CONDITIONS:

• Primarily performed in an office environment with frequent interaction across attorneys, paralegals, and administrative teams.
• Occasional travel to court, other office locations, or external administrative sites may be required.
• Work hours are generally standard business hours; occasional evenings or weekends may be required to meet deadlines or support urgent matters.
• Fast-paced, collaborative environment requiring adaptability, strong attention to detail, and effective prioritization.

PHYSICAL REQUIREMENTS:

• Regularly required to sit, stand, or walk for extended periods while performing administrative duties.
• Ability to lift and carry up to 25 lbs. for filing, document handling, or office materials.
• Ability to perform repetitive motions, including typing, filing, and scanning.
• Occasional bending, reaching, and handling of office equipment.
• Adequate visual and auditory ability to accurately review legal documents, read computer screens, printed materials, and communicate effectively.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.