About IPO:
Intellectual Property Owners Association (IPO), established in 1972, is an international trade association representing a “big tent” of diverse companies, law firms, service providers and individuals in all industries and fields of technology that own, or are interested in, intellectual property (IP) rights. IPO membership includes over 125 companies and spans over 30 countries. IPO advocates for effective and affordable IP ownership rights and offers a wide array of services, including supporting member interests relating to legislative and international issues; analyzing current IP issues; providing information and educational services; supporting and advocating for diversity, equity, and inclusion in IP and innovation; and disseminating information to the public on the importance of IP rights.
Membership benefits include: supporting member interests relating to legislative and international issues; analyzing current IP issues; information and educational services; and disseminating information to the general public on the importance of intellectual property rights.
Job Summary:
The Bookkeeper and Administrative Assistant will manage the general administrative function and activities of the office, and maintain accounting records for the IPO and IPO’s subsidiary IPO Education Foundation (IPOEF).
Duties/Responsibilities:
Bookkeeper
- Ensures financial data is entered correctly and accurately.
- Works with contract accountant to add journal entries to debit and credit IPO accounts.
- Generates accounting and audit reports for cash receipts, accounts payable and receivable, expenditures, and profits and losses at least monthly.
- Performs month-end close duties and reconciles and reports differences or issues found in financial records.
- Enters, maintains, and processes confidential information in the payroll system; information may include employees’ hourly rates, salaries, commissions, bonuses or other compensation, time worked, paid leave, deductions and withholding, address changes, and other information.
- Ensures proper processing of payroll deductions for taxes, benefits, charitable contributions, and other deductions. Maintains associated records according to appliable rules, laws, and guidelines.
- Enters, maintains, and processes twice-monthly 401k deferrals and deposits.
- Reconciles payroll to the general ledger and monthly bank statements.
- Issues, or reissues direct deposits due to payroll errors or final discharge.
- Records and processes federal and state payroll tax deposits.
- Provides substantive support to annual audit conducted by external audit firm including but not limited to maintaining, organizing, and assessing completeness of financial records, locating and providing requested data and documents to audit team, and other related duties as assigned.
- Manages annual tax return preparation including extension requests, data collection and review, etc.
- Manages multi-state registration process for charitable solicitation for IPOEF. Including but not limited to maintaining records of each state’s deadlines, filing requirements, and ensuring compliance with deadlines and extensions are met.
- Performs other related duties as assigned.
Administrative Assistant
- Oversees the daily work of the junior administrative assistant on in-office days.
- Provides administrative support to IPO’s executive team.
- May include coordinating and scheduling travel for executive team.
- Provides backup reception support when needed such as answering phones, sorting and distributing mail, and preparing documents.
- Provides support to IPO meetings department.
- Maintains inventory of office supplies; orders new supplies as needed.
- Performs other related duties as assigned.
- Required to travel once annually to support the IPO Annual Meeting.
- Required to work in person in the IPO office on Wednesdays and Thursdays to oversee support of subtenant organization. Days in the office subject to change.
- Hybrid telework available.
Required Skills/Abilities:
- Knowledge of generally accepted accounting principles (GAAP) and financial data analysis.
- Ability to use accounting software to record, store, and analyze financial data.
- Proficient with iMIS database and using back-end accounting functions.
- Experience with Quickbooks Online and Transaction Pro to aggregate data from multiple sources.
- Proficient with Microsoft Office Suite or related software.
- Proficient with or the ability to quickly learn payroll software.
- Knowledge of administrative and clerical procedures.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Excellent verbal and written communication skills.
Education and Experience:
- Associate’s degree with accounting coursework required, or bachelor’s degree in related field.
- At least three years of bookkeeping experience required, with at least one year of experience in payroll, preferably in the association industry.
- At least three years of administrative and clerical experience required (can be concurrent experience in bookkeeping).
Physical Requirements:
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 30 pounds at times.
Compensation and Benefits:
- Salary range: $55,000 - $60,000
- Employer-paid benefits package to include medical, dental, AD&D insurance and short- and long-term disability.
- 14 paid days off for holidays
- 25 days total paid sick and vacation leave per year
- 401k plan participation after 6 months, fully vested after two years with 10% employer contribution