Executive Asst Payables

JULIE, Inc. provides excavators and underground utility owners with a continuously improving, one-call message handling and delivery service to protecting underground utilities and the safety of people working or living near them. Located in Joliet, Illinois, JULIE, Inc. espouses quality, affordability, customer service and a conducive work environment. (JULIE: Joint Utility Locating Information for Excavators.)

SUMMARY: JULIE, Inc. has an opening for a full time, Executive Assistant/Accounts Payable Clerk. The position has numerous responsibilities that includes providing support to the Executive Director (E.D.), all departments and Board of Directors (B.O.D.). This position also functions under the direction of the Finance Director when assisting with the Payables function. This role is a hybrid scheduling arrangement with weekly opportunities to work remotely. JULIE offers a competitive starting pay including a comprehensive benefits plan, excellent training, paid breaks and lunches, paid holidays and more!

DUTIES/QUALIFICATION REQUIREMENTS: To perform this job successfully, an employee must be able to perform each of the essential duties satisfactorily:

1) Provides administrative support for the Executive Director, including preparing reports, presentation slides and correspondence material; establishes and maintains filing system in Executive Director’s office. In addition, arranges travel and hotel reservations for the Executive Director as needed. Coordinates the scheduling of all meeting rooms and logistics for employee events.

2) Acts as Executive Secretary to the Board of Directors: prepares, in a timely and accurate manner, all board minutes, correspondence, meeting and travel arrangements and other matters as warranted by the Board of Directors. In addition, sets up and maintains all Board of Directors related meeting and activity files and records in the board management portal.

3) Processes all incoming mail and distributes to appropriate manager or department through assigned slots in the mail room. Responds to requests from JULIE members for free materials; and helps coordinate other such member mailings. Responsible for postage machine maintenance and record of costs to be submitted to Finance; also performs monthly statement reconciliation for UPS charges. Orders all supplies for copy machine and schedules maintenance as needed. Assists Education and Marketing & Communication Departments periodically.

4) Coordinates the company’s Wellness Program; with the input and assistance of the HR Department, including the marketing and communication pieces. Tracks and serves as point person for all scheduling and any questions related to the Wellness Program.

Also, on a rotational basis under the direction of Finance Director, assembles documentation & authorizations for all payables while verifying accuracy, authorization and receipt; communicates & documents discrepancies and reports all unresolved discrepancies to the Director of Finance; Also maintains purchase order reconciliation reports; processes vendor invoices for payment. This role requires the person to maintain a high degree of confidentiality with financial related documents.