Secretary III/Paralegal I

Duties and responsibilities

• Prepare trade mark recordal and renewal applications together with certificates and notices for lodging with the various registries
• Create new trade mark records as well as update existing records on Patricia/Netdocs
• Type correspondence in response to the Registrar’s queries or official actions
• File South African and foreign recordal and renewal applications
• Capturing of history on computer records
• Communicate regularly with the Search Clerks and other individuals at the Trade Mark Office
• Attend to accounting matters (re: queries) and chase up outstanding accounts with clients
• Capture invoices and credit notes
• Manage monthly WIP and outstanding debtors accounts
• Create and print trade mark listings
• Open files and attend to correspondence
• Prepare worldwide quotes and responses to general queries
• Answer telephone calls
• Diarise files and handle routine correspondence
• Deal with urgent matters promptly and efficiently and ensure that all urgent tasks are completed timeously

Skills and knowledge

• Computer Literacy
• Typing speed of 50 - 60 wpm with excellent dictation skills
• Fully conversant in English
• Excellent telephone etiquette
• Ability to deal with files independently
• Ability to handle volumes, work under pressure and to use initiative
• Ability to prioritise and work meticulously
• Ability to handle information related to the department with confidentiality
• Good administrative skills

Qualification/s

• Matric
• Secretarial Diploma (an advantage)
• More than 5 years relevant experience as a secretary