Bookkeeper

Bookkeeper – Manufacturing Operations POSITION SUMMARY Horsburgh & Scott is seeking a detail-oriented, organized, and experienced Bookkeeper to support the daily financial and accounting activities for our Roscoe, IL manufacturing operations. The ideal candidate will have hands-on experience managing Accounts Payable, Accounts Receivable, Payroll, Customer Invoicing, and general bookkeeping functions, preferably within a manufacturing, machine shop, or industrial environment.

This position requires an individual who understands the financial processes associated with a custom manufacturing job shop, including work orders, purchase orders, material purchases, outside processing, job costing, and customer billing. The successful candidate must be comfortable working independently, managing multiple priorities, meeting deadlines, and collaborating with Operations, Purchasing, Production, and Finance to maintain accurate financial records and support efficient business operations.

PRIMARY JOB RESPONSIBILITIES

1. Accounts Payable (AP) Process vendor invoices accurately and in a timely manner. Match vendor invoices against purchase orders, receiving documentation, and applicable approvals. Verify pricing, quantities, freight charges, and payment terms. Investigate and resolve discrepancies with vendors and internal departments. Prepare weekly accounts payable reports and coordinate scheduled vendor payments. Maintain accurate vendor records, payment histories, and supporting documentation. Reconcile vendor statements and resolve outstanding balances. Ensure manufacturing expenses, material purchases, and outside processing costs are properly recorded and allocated to the appropriate jobs or cost centers.
2. Accounts Receivable (AR) & Collections Maintain accurate customer accounts and accounts receivable records. Monitor outstanding invoices and customer payment activity. Prepare and review accounts receivable aging reports. Follow up with customers regarding past-due balances and payment discrepancies. Research and resolve customer billing questions. Apply customer payments and reconcile account balances. Communicate with Sales, Project Management, and Operations to resolve billing and collection issues. Support cash flow management through timely collections and accurate reporting.
3. Customer Invoicing & Billing Prepare and issue customer invoices based on completed work orders, shipping documentation, and contractual requirements. Verify customer purchase orders, pricing, payment terms, and billing instructions. Coordinate with Production, Shipping, and Project Management to ensure timely and accurate invoicing. Process progress billing, partial shipments, and final invoices as applicable. Review job documentation to confirm all billable materials, labor, outside services, and additional charges are captured. Investigate billing discrepancies and issue approved credit memos or adjustments. Maintain organized customer invoicing records and supporting documentation.
4. Payroll Administration Assist with processing weekly or biweekly payroll for hourly and salaried employees. Review employee timecards for accuracy, completeness, and proper approvals. Verify overtime, shift differentials, paid time off, and other payroll adjustments. Coordinate with supervisors to resolve timekeeping discrepancies. Maintain payroll records and support payroll-related reporting. Assist with employee payroll inquiries and corrections. Coordinate payroll deductions, garnishments, and benefit-related adjustments as required. Maintain confidentiality of employee compensation and payroll information. Assist with payroll reconciliations and applicable reporting requirements.
5. General Bookkeeping & Accounting Maintain accurate financial transactions within the company's accounting and ERP systems. Perform bank and credit card reconciliations. Prepare routine journal entries and maintain supporting documentation. Assist with general ledger account reconciliations. Monitor financial transactions for accuracy and proper account classification. Support monthly, quarterly, and year-end closing activities. Assist with preparing financial schedules and management reports. Maintain organized accounting files and documentation. Identify discrepancies and work with Finance leadership to implement corrective actions. Support internal and external audits as requested.
6. Manufacturing Job Costing & Work Order Support Assist with tracking manufacturing costs associated with individual customer jobs and work orders. Verify that material purchases, outside processing charges, freight, and other direct expenses are assigned to the appropriate jobs. Coordinate with Production, Purchasing, and Project Management to resolve job cost discrepancies. Review work orders and purchase orders for accuracy and completeness. Support reconciliation of work-in-process (WIP) transactions and manufacturing-related accounts. Assist with tracking costs associated with custom machining, gear manufacturing, and gearbox repair projects. Identify missing documentation or unrecorded expenses that could affect job profitability. Support management with accurate cost information for job profitability reviews.
7. Administrative & Cross-Functional Support Work closely with Purchasing, Shipping & Receiving, Production, Human Resources, and Finance. Maintain accurate vendor, customer, and accounting records. Assist with preparing financial reports and operational spreadsheets. Respond professionally to vendor and customer inquiries. Identify opportunities to streamline accounting processes and improve efficiency. Assist with additional administrative and accounting responsibilities as business needs require. REQUIRED QUALIFICATIONS Education & Experience High school diploma or equivalent required. Associate degree in Accounting, Finance, Business Administration, or related field preferred. Minimum of 3–5 years of bookkeeping or accounting experience preferred. Experience in a manufacturing, machine shop, industrial, or job shop environment strongly preferred. Demonstrated experience with Accounts Payable, Accounts Receivable, Payroll, and Customer Invoicing. Experience working with purchase orders, work orders, and manufacturing-related financial transactions. Familiarity with general ledger accounting and account reconciliations. Technical Skills Proficiency in Microsoft Excel, including formulas, sorting, filtering, and basic reporting. Experience using accounting software or ERP systems. Familiarity with manufacturing ERP systems such as Infor, SAP, Epicor, or similar platforms is a plus. Working knowledge of basic accounting principles and financial recordkeeping. Ability to review financial information and identify discrepancies. Experience with electronic payroll and timekeeping systems. Strong data entry skills with a high degree of accuracy. REQUIRED COMPETENCIES Attention to Detail: Maintains accuracy when processing financial transactions, invoices, payroll, and reconciliations. Organization & Time Management: Effectively prioritizes competing responsibilities while consistently meeting deadlines. Accountability: Takes ownership of assigned responsibilities, follows through on commitments, and resolves issues proactively. Problem-Solving: Investigates discrepancies, identifies root causes, and recommends practical solutions. Communication: Communicates professionally and effectively with employees, vendors, customers, and management. Adaptability: Works effectively in a fast-paced manufacturing environment where priorities and operational requirements may change. Teamwork: Collaborates with manufacturing and administrative departments to ensure accurate and timely financial processing. Confidentiality: Maintains the highest level of discretion when handling payroll, employee information, and company financial records. PREFERRED MANUFACTURING EXPERIENCE Candidates with experience in the following areas will receive additional consideration: Custom manufacturing and machine shop operations. Job shop accounting and job costing. Manufacturing work orders and production routings. Purchase order processing and three-way invoice matching. Work-in-process (WIP) accounting. Inventory-related accounting transactions. Outside processing and subcontractor invoicing. Customer progress billing and partial shipment invoicing. Manufacturing ERP systems. Payroll processing for hourly manufacturing employees. PERFORMANCE EXPECTATIONS The successful candidate will be expected to: Process Accounts Payable and Accounts Receivable transactions accurately and within established deadlines. Ensure customer invoices are issued promptly following completion of established billing requirements. Maintain accurate payroll records and meet all payroll processing deadlines. Complete assigned account reconciliations within established reporting periods. Minimize accounting errors through attention to detail and proper documentation. Maintain organized and accessible financial records. Proactively communicate discrepancies, delays, and potential financial concerns. Support accurate job costing and financial reporting. Demonstrate initiative in improving accounting processes and department efficiency. Maintain a professional, dependable, and team-oriented approach to daily responsibilities. WORK ENVIRONMENT This position operates primarily in an office environment within an active manufacturing facility. The employee will regularly interact with Accounting, Purchasing, Production, Shipping & Receiving, Human Resources, and Operations personnel. The position requires the ability to manage multiple responsibilities, maintain accuracy under deadlines, and adapt to changing operational priorities. ABOUT HORSBURGH & SCOTT For more than 140 years, Horsburgh & Scott has been a recognized leader in the design, manufacturing, and repair of industrial gears and gearboxes. Our organization supports customers across a wide range of industries through precision machining, custom gearing, gearbox repair, and engineering expertise. We are committed to operational excellence, quality workmanship, and building a team of dedicated professionals who contribute to our continued success. EQUAL EMPLOYMENT OPPORTUNITY Horsburgh & Scott is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees in accordance with applicable federal, state, and local laws.