Administrative and Accounting Assistant

About PHD Services PHD Services is a women-owned and operated facility services company headquartered in Peoria, Illinois. Established in 1962, we have grown over six decades from a local business into a regional leader serving clients across the Midwest and beyond. We deliver a comprehensive range of services - including professional janitorial, facility support, grounds maintenance, and supply chain solutions - to commercial, healthcare, industrial, manufacturing, and government clients. At PHD Services, we believe in building true partnerships with our clients, grounded in a shared vision of success. Our mission is to provide exceptional service while fostering a safe, supportive work environment where every team member can grow personally and professionally. Position Summary We are seeking a dependable, detail-oriented Administrative and Accounting Assistant to serve as the first point of contact for our organization while providing critical support across accounting, payroll, and administrative functions. This full-time, in-office position works Monday through Friday and requires a professional who thrives in a customer- and employee-facing environment, communicates with warmth and efficiency, and takes pride in keeping operations running smoothly. Customer & Employee Service As the front-line representative of our organization, this role is central to delivering a positive experience for everyone who contacts or visits our office:

• Answer and direct incoming phone calls promptly and professionally
• Greet and assist walk-in visitors and employees, ensuring every interaction reflects a welcoming and helpful environment.
• Receive and accommodate scheduled visitors in a courteous and organized manner.
• Serve as a knowledgeable resource for staff, directing inquiries to the appropriate team members.
• Maintain a professional and organized front office presence at all times. Administrative and Receptionist Duties
• Open, sort, distribute, and address incoming mail.
• Maintain organized filing systems, including personnel records and financial documents.
• Attach received checks to corresponding invoices and check payments to bills.
• Perform annual file changeover - creating new files and relocating prior-year records to storage.
• Provide general administrative support to staff as needed. Accounting and Database Management
• Receive, enter, and process check and ACH payments.
• Enter bills and prepare checks for payment.
• Generate customer invoices on a weekly and monthly basis and intermittently per staff direction.
• Produce and distribute weekly collection reports.
• Assist with third-party payments and entries as requested. Payroll Support
• Assist with timesheet processing - printing, sorting, tallying hours, and verifying available PTO.
• Enter and verify payroll data in spreadsheets.
• Sort and distribute payroll checks.
• Record and verify vacation and PTO time using payroll records and spreadsheets.
• Print and distribute weekly vacation calendars to managers.
• Required Software Proficiency
• Microsoft Office Suites, especially Outlook, Word, and Excel.
• QuickBooks Online - accounts payable/receivable and general ledger.
• Accounting CS - payroll records. Qualifications
• Prior experience in an administrative, receptionist, or accounting support role preferred.
• Professional phone manner and strong in-person communication skills.
• Proficiency with the software listed above, or demonstrated ability to learn quickly.
• High level of accuracy and attention to detail, especially with financial data.
• Ability to manage multiple priorities and maintain confidentiality.
• Reliable, punctual, and committed to a full-time, in-person schedule. Schedule and Location
• Full-time position Monday through Friday, 8:00am - 4:30pm.
• In-office in Peoria, Illinois. Compensation and Benefits
• Hourly rate: $21 - $24
• 401(k) with company match
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Paid time off

Pay:

$21.00 - $24.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person