Service Billing Clerk

Job Posted: October 27th, 2021

Location: Poughkeepsie, New York, US




H.O. Penn Machinery, the Caterpillar dealer for the lower 13 counties of New York and the entire state of Connecticut, is currently HIRING a Service Billing Clerk to join our Poughkeepsie, NY Service team!


*This position offers competitive pay with 5% bonus potential, plus medical/dental/vision insurance, 401(k) with company match, and opportunities for growth, training and advancement.


**This is an office-based position.




Reporting to the Service Manager, this position is responsible for the following tasks:


Ensure all service work is billed in an accurate and timely manner:

  • File all necessary paperwork
  • Ensure accuracy and completeness of all information on jobs
  • Prepare and invoice jobs
  • Close service work order jobs daily/weekly to meet monthly revenue goals
  • Distribute inter-office billing and file bags away
  • Ensure that funds have been collected on all cash sale jobs before invoicing

Manage Service Department employee pay records:

  • Post labor for all hourly employees to jobs daily
  • Record time from time cards on payroll records daily
  • Cross check labor paid to employees against labor charged to jobs
  • Provide a weekly payroll report to the Payroll Department

Effectively and efficiently process all outside purchases for the Service Department:

  • Issue purchase orders for all outside purchases
  • Ensure that all outside purchases for jobs are charged to jobs/segments as required
  • Match purchase orders to vendor invoices and code for payment
  • Resolve vendor inquiries for payment and discrepancies

Effectively and efficiently support the Service Department with secretarial and administrative duties:

  • Handle department telephone calls and ensure that accurate messages are taken, replies are given or calls are appropriately rerouted
  • Maintain filing system and compose correspondence



  • 2+ years’ experience in a fast-paced office environment required
  • Proficient in Microsoft Word, Excel, Outlook and other software applications required
  • Strong oral and written communication skills
  • Proven mathematical capability
  • Proven organizational skills and proven ability to multi-task

Essential Physical Job Qualifications:

  • Sitting for prolonged periods
  • Hand coordination (typing and writing) and reaching
  • Occasional standing and forward bending
  • Occasional walking and climbing stairs
  • Carrying (up to 20lbs.)
  • Lifting (up to 25lbs.)

Reasonable accommodations made as needed.


We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, age, national origin, disability status, marital status, sexual orientation, citizenship status, protected veteran status, or any other characteristic protected by law.

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