Position Summary

Provide consistent, courteous and professional customer service to all Pierce Atwood users.  Troubleshoot and resolve escalated end-user computer related problems for a variety of hardware, software and Internet applications used by Pierce Atwood. Work closely with the Manager of Help Desk and Applications in maintaining, configuring, implementing and testing to ensure the firm’s applications, databases and integrated systems are as effective as possible.  Assist in the education of computer use and functionality. Resolve high level desktop computer related problems and issues in a timely fashion.  Assist in the creation and implementation of new solutions for end users on a proactive basis. 

Primary Responsibilities and Duties

• Maintain and administers help desk calls escalated by other Help Desk staff within acceptable time limits.  Calls/Visits with users as required gathering detailed information and resolving issues. Record all calls in the Help Desk call tracking application.
• Logs all outstanding calls for completion or assigned to other resources within the firm.  Logs all details pertinent to the issue as well as the resolution of the problem.  Help in the coordination and completion of unfinished calls using other resources.
• Coordinate application related matters with outside vendors when appropriate.
• Help develop best practices in supporting various applications, by consulting with other IT staff and leadership to ensure an efficient and well-rounded approach. Document these best practices and disseminate to Help Desk team.
• Maintain detailed knowledge of operating systems, core applications and databases. Use understanding of the application “back-end” to help resolve user issues and develop best practices.
• Use Microsoft Endpoint Configuration Manager to manage software deployment and configuration. Monitor for updates to core software, then develop and deploy packages to update user PCs.
• Uses various software tools, works proactively with end users to anticipate future issues, plan individual technology implementation and help increase productivity. Creates solutions that allow end users to do work more effectively.
• Performs daily IT tasks and procedures, including troubleshooting and problem solving, installing and maintaining desktop hardware, software and maintaining end-user files.
• Educates users on IT procedures and proper use and maintenance of computer equipment as required.
• Verifies that new employees are set up on the system and tested prior to their arrival and provide assistance to new users as appropriate. Remove users access to various systems when they leave.
• Other responsibilities as required for this position.

Qualifications

• Three years related work experience or Associates/BA degree with minimum 18 months work experience.
• Experience working in Application/Systems support with a focus on enterprise applications.
• Knowledge of database fundamentals and scripting tools.
• Experience with Microsoft applications and operating systems; proficiency with the most recent Microsoft Windows servers/Exchange/desktop OS and Microsoft Office products.
• Experience with deploying and administering Microsoft Windows server products, Active Directory and MS Exchange in a high-end/high use environment.
• SQL skills/data mining
• Demonstrated ability to troubleshoot, research, and correct the majority of system malfunctions, and do so remotely.
• Introductory knowledge of network architecture 
• Exceptional customer service aptitude; ability to demonstrate a high degree of professionalism and maintaining positive interactions with clients, attorneys and co-workers.
• Commitment to continual process improvement.
• Ability to adapt to ever changing priorities and deadlines.
• Ability to work well under pressure and handle multiple tasks simultaneously.
• Excellent verbal and interpersonal communication; organizational, time-management and problem-solving skills.
• Ability to move PC’s, printers and monitors up to 34 inches without assistance.
• Flexibility to work extended hours as needed.

This is not a remote position; applicants must physically be located in the Portland, Maine area.  To apply, please submit your cover letter and resume to Heather Higgins at hhiggins@pierceatwood.com.

Position Summary

This position will primarily support the firm’s business immigration practice.  The Administrative Assistant/Business Immigration Case Coordinator will provide administrative support for assigned attorneys and paralegals. The Administrative Assistant/Business Immigration Case Coordinator will also prepare and filing employment-based nonimmigrant and immigrant visas, including H-1Bs, L-1s, TNs, applications for labor certification, immigrant worker petitions, and adjustment of status applications. The individual will work directly with clients in a variety of industries, including medicine, technology, education, manufacturing, recreation/tourism, forest products, financial institutions, and energy.

Required Skills & Abilities

• Multi-task in a fast-paced, deadline-driven environment
• Navigate complex technology platforms efficiently
• Communicate effectively in writing and verbally, as appropriate for the needs of the audience (clients, governmental agencies, internal and external resources)
• Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, and approaches to problems
• Demonstrate strong time management, attention to detail, and organizational skills.

Educational and Experience Requirements
Must possess a Bachelor’s degree and a strong desire to work in a team-oriented environment to meet client objectives related to their foreign national employees.

To apply, please submit your cover letter and resume to Heather Higgins at hhiggins@pierceatwood.com.

Job Summary

Under general supervision and according to established policies and procedures, performs a variety of administrative and secretarial duties in support of attorneys, paralegals and other support staff members.  Maintains positive contact with client and co-workers, and observes confidentiality in all client and firm matters. 
 

Responsibilities

• Assist Manager of Trust Operations with financial statement data entry, tracking of trust administration processes including report status, and regular input to trust information data base. 
• Work with the team to compile tax information for preparation of tax returns, and assist with all related communications, mailings and filings. 
• Assist with probate tasks across multiple offices, including management of probate dockets, maintenance of client and account lists, assistance with preparation and filing of probate documents, and sending documents to beneficiaries and other interested parties.
• Assist with various electronic filing and organization projects across offices, assist with organization of physical files when not remote.  

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Knowledge, Skills and Abilities Required

• Ideally, one to three years of related job experience.
• Strong organizational skills.
• Demonstrated ability to be a team player.  A can-do attitude. 
• Occasional lifting and moving of file boxes to/from storage area on same floor and/or documents to a different floor.
• Able to manage a varied workload with hard deadlines and multiple assignors.
• Bookkeeping or accounting experience, specifically experience reading and understanding financial statements; experience in trust administration preferred.
• Friendly and professional demeanor (maintaining positive contact with clients, attorneys and coworkers), flexible and works well as part of a team. 
• When pandemic situation allows, ability to travel to Boston and Portsmouth on an occasional basis.
• Basic computer and typing skills.
• Strong problem solving skills.
• Strong technical aptitude. Intermediate Microsoft Word skills required.  Advanced Microsoft Word skills preferred. Proficiency with Microsoft Excel and PowerPoint and databases.
• Excellent written and oral communication skills.
• Ability to pay close attention to detail to ensure the highest quality work product for the client.
• Strong multitasking skills. Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Knowledge of general office or law office policies and procedures which enable the production of thorough and accurate results with minimal supervision.
• Ability to learn quickly and adapt to changing computer applications.
• Ability to transcribe legal documents and correspondence from rough draft.
• Ability to proofread typed materials for contextual grammatical, typographical and spelling errors.
• Proficiency with office equipment, including printers, copiers, faxes, transcription machines, label makers, etc.
• Ability to work more than 37.5 hours when required to complete specific projects or tasks.

ADA Checklist

The physical activity of this position.

• Kneeling.  Bending legs at one knee to come to a rest on knee or knees.
• Reaching.  Extending hand(s) and arm(s) in any direction.
• Walking.  Moving on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Lifting.  Raising objects from a lower to higher position or moving objects horizontally from position-to-position.
• Fingering.  Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Grasping.  Applying pressure to an object with the fingers and palm.
• Talking.  Expressing or exchanging ideas by means of the spoken word.  Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Hearing.  Perceiving the nature of sounds at normal speaking levels with or without correction.  Ability to receive detailed information through oral communication, and to make the discriminations in sound.
• Repetitive motion.  Substantial movements (motions) of the wrists, hands, and/or fingers.

The physical requirements of this position.

Light work.  Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force to move objects.

The visual acuity requirements including color, depth perception, and field vision.

• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication parts at distances close to the eyes.

The conditions the worker will be subject to in this position.

• None.  The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work.)

To apply, please submit your cover letter and resume to Heather Higgins at hhiggins@pierceatwood.com. 

This position can be based in any of our office locations [Boston, Portland, Portsmouth, Providence, Augusta, DC].  We are also open to this position being entirely remote, or, a combination of both in-office and remote.
 

Job Summary

The Regional IP Docket Administrator is responsible for managing the docketing and document management functions for Pierce Atwood IP prosecution matters.  The position will focus primarily on patent prosecution and will handle the docketing of inbound, outbound and internal communications and proactively monitor to ensure that all deadlines are met.  This position may also provide support with facilitating the intake process, calendaring, billing, annuity payments, and drafting of correspondence to clients and foreign legal associates.  This position would also provide quality review of domestic and foreign patent filing documents.

Responsibilities

• Review and docket all inbound, outbound and internal communications in connection with all IP prosecution US and foreign matters.  Create and maintain new records as needed.
• Save all communications (inbound, outbound and internal) to the firm’s document management system.  Assist in on-going audit of records.  Process original paper mail and report out mail to assigned personnel as required.
• Follow-up with attorneys on necessary activities to ensure the docket is actively managed on a daily basis.  Generate and distribute docket reports on a routine basis. Maintain a log of all communications, including docket requests, and ensure processing in a timely manner.
• Ensure the integrity of the IP prosecution database through quality review of docketed actions. Create and update new records/actions in a timely manner and enter, monitor and clear deadlines in a timely manner.
• Manage file intake and transfer process for records and files.
• Assist in the reassignment of matters to internal personnel as needed.
• Review routine audit reports to make corrections or updates to the IP prosecution database as needed.
• Keep current with patent practice rules and regulations worldwide.
• Review all patent filing documents prior to submission to the USPTO or the International Bureau.
• Review and process annuity-related communications

Knowledge, Skills and Abilities Required

• Bachelors or Associate’s degree and five or more years of IP prosecution US and foreign docketing experience. 
• Experience managing an IP docket required.
• Docketing experience with patents required.  Demonstrated expertise in US and foreign patent rules, procedures and timetables.
• Experience with CPI preferred.
• Experience with patent filing quality review procedures.
• Familiarity with Annuity review and payments procedures.
• Excellent communication and interpersonal skills.
• Superior attention to detail and follow-through to ensure issues are resolved.
• Ability to interact effectively within the organization.
• Advanced technical proficiency with Microsoft Office products.
• Ability to work effectively in a multi office environment.
• Ability to work effectively in remote work environment.
• Ability to maintain a professional demeanor in all situations and work effectively under pressure.

To apply, please submit your cover letter and resume to Heather Higgins at hhiggins@pierceatwood.com.