Patent Prosecution Assistant (hybrid)

MERCHANT & GOULD PC; Knoxville (TN); Hybrid; USD 35,000 - 45,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

AD&D insurance

401(k) match

Ten firm holidays

Job summary

Merchant & Gould is seeking a Patent Prosecution Assistant to support IDS management and general patent prosecution. The role includes preparing IDS forms, maintaining reference records, and assisting attorneys to ensure accurate filings with the USPTO in a hybrid work setting in Knoxville, TN.

Ideal candidates have 1–2 years of legal/IP admin experience, familiarity with USPTO procedures, and strong MS Office skills. The firm offers competitive pay and comprehensive benefits.

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 and IP management systems.

Responsibilities

• Prepare and file IDS forms and ensure correct formatting of references in compliance with USPTO rules.
• Maintain and update IDS reference databases or tracking sheets.
• Coordinate with legal assistants and attorneys to verify citation accuracy and relevance before submission.
• Assist with uploading IDS documents via USPTO EFS-Web or Patent Center.
• Adhere to confidentiality standards for attorney-client communications.

Skills

Administrative experience

MS Office

IP management systems

Attention to detail

Deadline management

Communication skills

Job description

About the job

Merchant & Gould has been a leader in intellectual property law for more than 100 years. We are recognized as one of the most active filers of patents in the country, and are consistently rated among the top patent, copyright and trademark firms. We currently have an opportunity for a patent prosecution assistant. The salary range for the position is $35,000-$45,000, based years of experience.

Summary of Position (hybrid):

The Patent Prosecution Assistant plays a key role in supporting the firm’s IDS segment, a resource responsible for managing complex IP matters and ensuring the accurate preparation and filing of Information Disclosure Statements (IDS). This role focuses on maintaining accurate IDS records and assisting with USPTO submissions. In addition, the assistant provides support in general patent prosecution.

IDS Specialist Duties:

• Prepare and file IDS forms and ensure correct formatting of references in compliance with USPTO rules. Track and compile prior art references (patents, patent applications, and non-patent literature) cited in related cases across U.S. and foreign patent families.
• Maintain and update IDS reference databases or tracking sheets to ensure accurate recordkeeping.
• Coordinate with legal assistants and attorneys to verify citation accuracy and relevance before submission.
• Assist with uploading and submitting IDS documents via USPTO EFS-Web or Patent Center.
• Fully adhere to firm confidentiality standards to include, but not limited to: attorney client correspondence and communications.
• Assist with special tasks or duties as requested by manager.
• Adhere to internal timetable for handling and clearing the department docket.
• Prepare, review and edit billing invoices
• Save all communications in the appropriate document management system.
• Assist with management of IDS inbox for large clients.
• Forwarding IDS Instructions to outside vendor.
• Serve as a mediator with outside vendor.
• Address time-sensitive IDS action items.
• Monitor docket for an urgent IDS deadline for the matter

General Patent Prosecution Support:

• Assist legal assistants with the preparation and review of routine U.S. and foreign filing documents and correspondence.
• Organize and maintain files in accordance with firm and client guidelines.
• Retrieve documents and filings from the USPTO, WIPO, EPO, and other patent authority databases.
• Track key deadlines and coordinate with legal assistants to ensure timely filing and compliance.
• Help prepare materials for client reporting, billing entries, and internal audits.
• Support special projects and general administrative needs within the patent prosecution group.

Other Requirements:

• Additional responsibilities within the Drafting Department as a Patent Illustrator (Drafter) may be assigned based on workload and priorities determined by manager.
• Creates patent drawings from sketches, instructions, or CAD files which are to scale and easy to interpret. Drawings must meet the Patent Office specifications.
• Communicate with attorneys and staff to determine client needs and application deadlines.

Skills and Abilities Required:

• 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 and 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.
• Position may require more than 37.5 hours per week to perform the essential functions of the position.
• Regular attendance at work.

We are equally committed to providing competitive, affordable health and wellness benefits to help take care of yourself and your family, including: a competitive salary, a comprehensive benefits package that includes employee medical, dental, vision, life, AD&D insurance, short- and long-term disability, 401(k) match, and ten firm holidays.

Merchant & Gould provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. We welcome candidates with disabilities. If you need any accommodation during the application or the recruiting process, please contact our Human Resources Department at 1-612-332-5300.