IP Citation Filing Specialist

Under general supervision, the IP Citation Filing Specialist supports the Intellectual Property practice group and case teams by coordinating the citation and Information Disclosure Statement (IDS) process, ensuring accuracy, timeliness, and compliance with applicable requirements.

Key Responsibilities:

• Prepare, maintain, and submit all Information Disclosure Statements (IDS), including:
  • Gathering required references and citation translations
  • Preparing fit-to-file PDFs
  • Drafting Section 18 responses
  • Coordinating filings with U.S. Filing Specialists
  • Monitoring docket deadlines to ensure timely submissions
  • Ensuring compliance with client-specific instructions, firm procedures, USPTO rules, and applicable foreign requirements (e.g., Israel, Canada, New Zealand)
• Prepare and coordinate Section 18 disclosures, including:
  • Communicating with foreign associates
  • Confirming and documenting completed filings
• Coordinate the review of application specifications with practitioners to identify and cite relevant IDS references.
• Prepare draft reporting materials for practitioner review.
• Prepare Notice of Allowance checklists for quality control review.
• Assist practitioners in identifying relationships among cross-cited inventions within patent families to support citation strategy, including subject matter linking and coordination across related dockets.
• Conduct backfill and review of IDS citations for transfer-in matters to ensure completeness and accuracy.

Essential Competencies:

• Works proactively with others to support efforts within the department to improve efficiency and add value.
• Organizes and prioritizes assignments and contributes to the department's ability to meet or exceed goals and standards.
• Maintains strong understanding of Patent and Trademark rules of practice (37 CFR).
• Uses innovative thinking and exercises sound judgment.

Qualifications:

• Minimum of three years' patent prosecution support experience is required, with 1-2 years' experience with the Citation and IDS process.
• Familiar with USPTO procedures, rules and requirements.
• Ability to utilize IP Software with the demonstrated ability to learn new technology, processes and procedures effectively and with confidence.
• Strong attention to detail and ability to produce work quickly, by prioritizing assignments to meet deadlines.
• Must be able to work in fast paced environment, independently, as well as in team setting.
• Exceptional communication (both written and verbal) skills.
• Demonstrated commitment to providing superior client service.
• Proficiency in all Microsoft Office products is essential.
• Bachelor's degree, or equivalent experience.

Work Authorization:

Applicants must be legally authorized to work in the United States without the need for sponsorship by the Firm (either now or in the future).

Compensation and Total Rewards Package:

Choate offers a comprehensive Total Rewards package to our business professional team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is listed below and represents our good faith and reasonable estimate of the salary range for this specific position at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including but not limited to qualifications and experience, education, external market data and consideration of internal equity.

$85,000 - $110,000