Company Overview

Ivie & Associates is a full-service marketing solutions company that works with many of the world’s top customer service organizations.  In short, we know marketing and advertising, and we’re comfortable remaining behind the scenes, working hand-in-hand with our clients with a can-do attitude to help them achieve their marketing goals.  Acting as an extension of the client, we define our successes by their success, and we measure our accomplishments by their satisfaction. When you work with Ivie & Associates, you work with some of the biggest retailers in the U.S. and the world.

Job Overview
The primary role of the Bookkeeper is to be responsible for specific administrative functions relating to generation of, posting and tracking accounts payable and paying accounts payable for Ivie & Associates, Greenleaf Media Services and/or Graphic Image. The Bookkeeper is also responsible for specific administrative functions relating to generation of, posting and tracking accounts receivable and collecting accounts receivable for Ivie & Associates, Greenleaf Media Services and/or Graphic Image. The Bookkeeper is also responsible for any other miscellaneous duties that pertain to supporting the accounting function of the company.

Ivie & Associates expects that the Bookkeeper will act at all times to assure the highest level of ethics, professionalism and personal performance possible.  He or she will work enthusiastically to meet or exceed all performance goals set by Ivie & Associates, and will contribute his or her utmost to assist Ivie & Associates in achieving its stated goals. Ivie & Associates, Inc. expects that all employees, including the Bookkeeper, to fully support Ivie’s position/relationship with its Clients.  

The Bookkeeper is expected to:

• Input all vendor invoices that are production related in order to accurately bill jobs
• Work with corporate service specialist to resolve discrepancies with vendor invoices and purchase orders
• Input all vendor invoices that are media related in order to accurately bill media campaigns
• Work with media buyer to resolve discrepancies with vendor invoices and insertion orders
• Input all vendor invoices for company operating expenses
• Download the FEDEX statement and input it daily
• Scan all invoices and electronically attach them in the current accounting software
• Issue checks for vendor invoices and media invoices as the associated accounts receivable is paid by the client
• Electronically send daily positive pay file to bank and resolve exceptions
• Maintain accounts payable files yearly by vendor
• Process production advance billing invoice to client as required
• Process production invoice to client as job is completed per task schedule
• Process media invoice to client per media buyer directive
• Process contract invoices per schedule
• Send all invoices electronically as processed to appropriate client service personnel for distribution or mail to client if required
• Post bank deposit daily (from direct pays to bank and bank lockbox) received from Director of Accounting
• File job folders by client until invoice is paid and then destroy the file
• Maintain accounts receivable files yearly by client
• Reconcile bank statements monthly by account
• Prepare OBR reports for Director of Credit bi-weekly by client
• Provide back-up support for Receptionist as needed

Education and Experience

• High school education or equivalent
• Ability to speak, read and write in the English language
• 1-2 years’ experience in the field or related area
• Has knowledge of commonly-used concepts, practices, and procedures within the field
• Relies on instructions and standard operating procedures to perform the functions of the job
• Works under immediate supervision

System Skills Required

• Experience with Microsoft Word, Excel, and Outlook
• Proficient and accurate in keyboarding
• Proficient and accurate in 10-key
• Experience with laser printing devices
• Experience with Quickbooks Financial software, if applicable

Travel

• Travel as required
• Temporary assignments (out-of-town)

LIND601