Practice Assistant

Job Description

At K&L Gates, we are looking for smart, imaginative and hard-working people with diverse backgrounds, experiences and ideas to join us.  Perhaps our search for talented visionaries and your search for important and impactful work lead to the same place.

We are seeking a Practice Assistant to join the Charlotte office.  Practice Assistants work directly with multiple lawyers and other timekeepers to provide support and complete daily administrative tasks.  Those in this role possess practice area-specific job knowledge and focus on support with the goals of accuracy, attention to detail, meeting deadlines, and task completion.  They demonstrate organizational skills, the ability to prioritize, utilize excellent judgment in decision-making, and communicate effectively verbally and in written form.

Practice Assistants must be able to work independently and within a team, maintain a positive attitude, and treat others with respect.  Confidentiality with Firm and client matters must be observed at all times, and adherence to all Firm policies and procedures is required.

ESSENTIAL DUTIES

• Providing U.S. patent prosecution support in all phases of patent prosecution and collaborate closely with attorneys, patent specialists, paralegals, and clients.
• Preparing and filing U.S. and PCT patent applications, responses, and issue fees; preparing supporting documents such as U.S. formal documents (declarations and assignments), powers of attorney, and Information Disclosure Statements.
• Reporting USPTO and PCT correspondence and notifications to internal stakeholders and clients.
• Drafting, filing and reporting to client IDS and conduct IDS reference management; utilize contracted resources as appropriate.
• Reporting correspondence and filings to clients.
• Manage circulation and execution of formal documents (inventor declarations, assignments).
• Analyze Patent Term Adjustment determinations, proof patents, file Certificates of Correction, and perform other document review activities.
• Manage dockets, monitor deadlines, and communicate with appropriate parties to ensure deadlines and related activities are timely met.
• Support client services to include preparing and processing client reports.
• Communicate with USPTO personnel as needed.
• Assisting with new business intake process (submitting conflict checks, drafting file opening requests, drafting engagement letters)
• Maintaining an organized system for electronic files, including scanning files and running critical checks to ensure files and records are saved properly to the Firm’s document management system
• Preparing monthly client invoices (including reviewing bill narratives, making non-substantive edits, attention to pertinent details such as billing rates, client billing requirements, applicable discounts, etc., forwarding to and following-up with reviewers, submission, status tracking, and transmittal to clients)
• Drafting alternative fee arrangements
• Preparing and submitting expense reimbursement reports
• Coding and submitting vendor invoices for payment
• Utilizing Firm resources, such as internal library, Internet, etc. to perform research
• Perform any and all other duties as necessary and assigned.

EXPERIENCE & SKILLS REQUIRED
• Intellectual Property (IP) experience is preferred
• Must have the ability to work independently and as part of a team with great attention to detail, interacting with all levels of firm personnel and with clients
• Excellent client service skills
• Positive attitude and team synergy
• Developing and maintaining effective relationships with internal and external clients
• Using sound judgment and demonstrating flexibility in decision-making and problem resolution to achieve positive business results
• Communicating effectively (oral and written), with a concentration on spelling and grammar, including being able to listen, remind, suggest, offer assistance to colleagues and lawyers and to share information clearly and professionally and coordinate across teams and departments to improve and achieve business results (Billing, Accounting, Marketing, New Business Intake, Records, IT, Global Support Teams)
• Ability to organize, prioritize, multi-task, meet deadlines, and exhibit attention to detail
• Capability of understanding and following specific, detailed instructions in oral and written form
• Maintaining confidentiality when performing complex legal administrative tasks that may be highly sensitive and require diplomacy and discretion
• Taking advantage of professional development opportunities and training to maintain up-to-date knowledge and increase functional expertise
• Maintaining an organized, secure work station and filing area
• Previous experience in a similar role within a medium to large law or professional services Firm working for multiple timekeepers a plus

ADDITIONAL ABILITIES REQUIRED
• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Document management system such as iManage
• Document template and processing systems such as Forte, Litera Compare
• Expense reimbursement and vendor invoice payment systems such as Concur, Basware
• Billing applications such as Intapp Time, Paperless Proforma, Elite Enterprise, 3E
• File Management Systems such as FileTrail
• Portable Document Format files (PDF) editor software such as Adobe Acrobat Pro
• Other business process applications such as Metastorm, DocuSign, eFax, PS Ship
• Typing speed of 65 words per minute or above
• Occasional overtime work is required according to practice or business needs.
• This position operates in an office setting and is largely sedentary.  It requires routine use of a computer and other standard office equipment.  The ability to open file cabinets, lift files, bend, and stand on a stool may also be required.

Compensation Salary is $59,359-$89,039/ year.

The compensation salary for this position will be determined during the interview process and will vary based on multiple factors, including but not limited to prior experience, relevant expertise, current business needs, and market factors.

ABOUT THE FIRM

K&L Gates is a fully integrated global law firm with lawyers located across five continents in more than 40 offices. We have experienced dramatic growth in the past decade and now rank among the largest U.S. based law firms in the world.  We take pride in constantly striving for innovation, imagination and an entrepreneurial spirit. We come up with big ideas and then roll up our sleeves to get the job done, guiding our clients through their most complex issues in a variety of industry sectors and across multiple regions of the world. 

The industry recognition the firm has garnered emanates from the foundation of a global community aligned on behalf of our clients. The people at K&L Gates are committed to working together to create a legacy for each other, the firm, our clients, and the communities in which we serve. We thrive in an inclusive and socially conscious environment that embraces diversity and takes a holistic approach to the career evolution of all our professionals.

For more information or to view other job opportunities, please click here to go back to our careers page.

Notice: We participate in E-Verify in certain Firm locations for purposes of verifying employment eligibility.

EQUAL EMPLOYMENT OPPORTUNITY

The Firm is an equal opportunity employer. It is the policy of the Firm that employment decisions shall be based on merit, qualifications and competence. Employment practices will not be influenced or affected by virtue of a person’s race (including traits associated with race, including hair texture and protective hairstyles such as afros, braids, locks, and twists), religion, creed, color, national origin, ancestry, citizenship, physical disability, mental disability, medical condition, genetic information, marital status, sex, pregnancy, childbirth, breastfeeding, gender, parental status, gender identity, gender expression, sexual orientation, age, familial status, domestic violence victim status, military and veteran status, or any other characteristic protected by applicable federal, state, or local law. This policy governs all aspects of employment including, without limitation, recruiting, hiring, compensation, benefits, promotion, assignment, and dismissal. In addition, it is the Firm’s policy to provide an environment that is free of prohibited harassment of any kind including, without limitation, that which is based on sex, race, age, disability, ethnic background, or any other category protected by law (including the categories listed above). The Firm complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please contact askHR@klgates.com.