Annuities Specialist III

JOB SUMMARY:

The Annuities Specialist is responsible for producing quality work products and employing expertise in patent annuities to provide effective patent annuity services.  This includes but is not limited to supporting the firm’s patent annuity process through the accurate and efficient processing/coordination of updates to the firm’s annuity and docket systems to maintain the functionality and stability of the firm’s monthly annuity reminder and payment process for firm annuity clients. The Annuities Specialist is also responsible for triaging and processing of annuity-related correspondence received by the firm, and as requested, for attending to client payment and abandonment instructions in accordance with the firm’s policy and procedures.  In addition, this position may act as a backup resource for team to support annuities manager and assists with training by serving as a resource on annuity procedures, patent office rules, and by providing an exceptional level of quality assurance through annuity system checks.

ESSENTIAL FUNCTIONS:

• Maintains annuity contact information and processes annuity system updates with exceptional accuracy. 
• Independently establishes annuity management settings for client in CPi and AMS as needed, facilitates client annuity instructions, requests annuity/maintenance fee funds, and devises a plan to address complex annuity inquiries/requests for practice deviations.
• Independently processes monthly incoming packages from vendor to reconcile discrepancies between vendor and firm’s annuity database with exceptional accuracy.
• Independently processes with exceptional accuracy monthly outgoing packages to vendor, including processing client instructions submitted through AMS, verifying client fund information for pending instructions, organizing payment/special instructions for package month, and forwarding instructions with funds to vendor.
• Reviews, prioritizes, and processes with exceptional accuracy assigned correspondence received daily by Annuities.
• Independently prepares, electronically/manually mails, and tracks annuity/maintenance fee notices, reminder notices, and certified letters to clients with exceptional accuracy.
• Independently reviews and reports foreign annuity related correspondence from foreign patent offices concerning accumulated annuities and renewals to clients; and coordinates payment through associates for the firm's annuity clients unless otherwise instructed, and coordinates payments for non-annuity clients if explicitly instructed.
• Independently performs a comprehensive annuity review for incoming patent matters received through the file intake process and administers system updates with exceptional accuracy based on country requirements to ensure docket, annuity, and risk protocols are met.
• Independently coordinates with intake paralegals and responsible parties on annuity-related intake projects to obtain vital annuity information to meet firm docket, annuity, and risk protocols and independently resolves concerns.
• Independently manages annuity docket for assigned annuity/firm clients to ensure due dates are timely addressed and in accordance with standard practice, adds/updates actions remarks to reflect the status for transparency   
• Regularly assists Annuities Manager with research to promote improved processes or new procedures, and assists as requested with updates to annuity policy and procedural manuals to incorporate amendments to rules governing the annuity/maintenance fee process.
• Regularly notifies the Annuities Manager of system issues, procedural changes, and case-specific complications to ensure awareness and assists with a resolution as directed.
• Independently supplies annuity data and procedural information including country specific advice when requested by attorneys, support staff and clients. 
• Regularly seeks clarification of intention where instructions or requests do not conform to the firm’s established annuity/risk policies and procedures and provides or coordinates basic guidance as appropriate.
• Regularly provides an exceptional level of quality assurance through annuity system checks. 
• Strictly adheres to established hybrid/work schedule, and routinely exercises flexibility to provide department coverage and meet workload demands.
• Regularly keeps abreast of current rules and requirements through CPi Online announcements and foreign associate communications/bulletins as well as through research and information obtained through the Kluwer, MPEP, USPTO, WIPO, and other websites.
• Collaborates and coordinates with firm’s annuity vendor on fee increases, early payment options, unique client portfolio circumstances, and country law and practice changes impacting annuities as directed
• Assists with training of new assistants/specialists by serving as a resource on annuity procedures, patent office rules and assisting with work product review to verify accuracy.
• May act as backup resource for team to support annuities manager.
• Regularly performs additional duties and completes projects as assigned with no direct oversight.

QUALIFICATIONS:

• Minimum of five to seven (5-7) years of direct work experience in patent annuities
• Bachelor’s degree or equivalent experience. 
• Solid knowledge of domestic and international intellectual property rules and annuity requirements
• Highly proficient in MS Suite, Aderant and iManage with solid computer and database management skills.
• Experience with IP software applications such as CPi, AMS and IPDAS strongly preferred.
• Exceptional oral and written communication skills and the ability to effectively communicate workflow and project updates. 
• Strong time management, prioritization, problem-solving, and organizational skills, and the ability to work effectively in a high-pressure environment.
• Excellent people skills and ability to work effectively with different levels of constituencies.
• Flexibility and capacity to respond calmly, efficiently, and effectively in stressful situations.
• Ability to adhere to established work schedule, but with flexibility required to respond to workload demands including overtime requests when needed.  
• Highly punctual and dependable with ability to meet set deadlines and work effectively under pressure. 
• Ability to maintain confidentiality of matters and other firm business information.

Wolf Greenfield offers a comprehensive benefit package focused on the overall well-being of firm employees. Our benefits include multiple health care plan options, vision and dental insurance,  flexible spending accounts/health saving accounts and life insurance. Eligibility for our employer sponsored 401(k) plan includes an employer match and discretionary profit sharing. The firm is invested in our employees development by providing tuition reimbursement and professional development opportunities. Additionally, WGS offers further benefits and perks focused on employee well-being including generous paid time off; including sick time and vacation time, parental leave, commuter benefits, charitable matching gift program, well-being support and much more!  

Wolf Greenfield does not offer visa sponsorship. All job openings are subject to export control regulations. 

Any offer of employment is subject to the successful completion of a background check. It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. 

Physical Demands: The firm will strive to provide reasonable accommodations, as requested, to enable an employee with a disability to successfully perform this position in our office setting.  Frequent communication is an essential aspect of this position and employees must be able to exchange timely and accurate information in a variety of situations. This position may also encompass maintaining a stationary position for long periods of time (at least up to 50% of the workday) with occasional movement, as well as lifting and/or moving objects that weigh up to 25 pounds.  Other essential functions may apply and employees working remotely have the same or similar requirements.  

Work Environment: The office work environment of the firm is characteristic of the environment the job holder will encounter. In this typical office setting, an employee will encounter standard office equipment and any noise associated with that equipment. The noise level is usually quiet to moderate.  The office setting of Wolf Greenfield requires the ability to manage multiple work priorities along with frequent interruptions.