Overview
Accounting & Administrative Assistant Jobs in Swansea, IL at Discover Downstate Illinois
Discover Downstate Illinois is seeking a highly organized, detail-oriented and motivated Accounting/Administrative Assistant to provide high-level support to the President/Finance Director and Board of Directors. This position plays a vital role in ensuring efficient daily office operations while supporting accounting, administrative and organizational functions.
Job Title: Accounting/Administrative Assistant
Job Classification: Full-time, 8:00 AM – 4:30 PM with a 1-hour lunch, Monday-Friday, In-person
Job Location: 4387 N. Illinois St. Suite #200, Swansea, IL.
Reports to: Daily -Darlene Chapman, President
Accepting resumes through: 6/15/2026
About Discover Downstate Illinois:
Discover Downstate Illinois is a Convention and Visitor’s Bureau, promoting 22-counties for the state of Illinois. Our mission is to promote tourism to our region, and we do that by marketing events, communities, tourist destinations, unique shops, and more. We are funded primarily through hotel/motel tax which means our goal is to get heads in beds. We act as a marketing agency for our tourism partners and create both paid and organic marketing materials such as print pieces, billboards, videos, and so much more.
Key Responsibilities
Administrative & Office Support
- Provide administrative support to staff and leadership
- Answer and route incoming calls and respond to general inquiries
- Maintain organized physical and digital filing systems
- Order office supplies and maintain overall office organization
- Oversee office equipment and troubleshoot basic technical issues
- Oversee Visitor Information Center requests, website inquiries and master mailing lists
- Coordinate trade show booth logistics, event set up and staffing assistance
Board & Governance Support
- Schedule and coordinate board, committee, and annual meetings
- Prepare meeting agendas and supporting materials
- Attend meetings and accurately record, transcribe, and distribute minutes
- Assist with compliance related to bylaws, meeting schedules and voting procedures
- Maintain governance records, policies, and board documentation
Accounting & Financial Support
- Review, code, and process invoices while maintaining vendor records
- Generate invoices, track payments, and assist with collections
- Enter and maintain accurate financial records in accounting systems
- Assist with payroll processing and employee expense tracking
- Support preparation of monthly, quarterly, and annual financial reports
- Assist with audits by gathering and organizing required documentation
Qualifications & Skills
- Associate’s or Bachelor’s degree in Business Administration, Accounting, Finance, or related field (or equivalent experience)
- Strong attention to detail with the ability to identify discrepancies
- Excellent organizational, multitasking, and time-management skills
- Strong verbal and written communication skills
- Ability to work independently
- Proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace and Accounting programs
- Experience with Zoom, Microsoft Teams, and database systems preferred
Additional Information
- Occasional evening or weekend hours may be required for board meetings or special events
- Candidates should be dependable, professional, and comfortable working in a collaborative office environment
To apply, please submit your resume by June 15, 2026. Projected start date July 7, 2026.
Pay: $42,000.00 – $45,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
Ability to Commute:
- Swansea, IL 62226 (Required)
Work Location: In person
Title: Accounting & Administrative Assistant
Company: Discover Downstate Illinois
Location: Swansea, IL
