Accounting Clerk/Grower Relations Assistant

Vie Del•Fresno, CA

39d•$18 - $23

About The Position

The Accounting Clerk/Grower Relations Assistant performs a wide variety of clerical duties under limited supervision from the Accounting Supervisor, Accounting Manager, and Grape Buyer. The role supports grower relations and contract reporting, chemical usage compliance, and grape buyers, field personnel, and production personnel. During non-grape-crush periods, the employee also provides receptionist backup and performs accounts receivable, sales, accounts payable, general accounting, and administrative support duties. During grape-crush periods, the position prepares and reviews grower contracts and related records, responds to grower inquiries, verifies delivery documentation, reviews chemical applications for compliance, enters delivery and chemical usage information into company systems, and supports delivery scheduling and communications. The role also maintains contract and delivery records, prepares reports and year-end statements, and coordinates with buyers, field personnel, laboratory staff, production staff, and management. During non-crush periods, duties include processing sales invoices and cash receipts, assisting with collections and accounts payable, maintaining accounting records, preparing reports and tax returns, handling bank deposits and cash schedules, and providing administrative and receptionist coverage. Other duties may be assigned.

Responsibilities

Prepare and mail pre-grape-crush grower letters as directed.
Prepare grower contracts and review contracts, grower cards, and chemical application reports before system entry; obtain clarifying information from growers as needed.
Respond to grower inquiries and maintain numeric and alphabetic contract files.
Compare daily grape weigh tags and delivery tickets to confirm the correct contract number, and forward documents to Accounting.
Prepare and distribute contract delivery tickets.
Review chemical application reports for prohibited or unapproved chemicals, application limits, and restrictions on delivery dates; seek clarification and notify the Grape Buyer of exceptions.
Assemble chemical usage packets, update contract records, enter chemical application reports and delivery details into the chemical usage system, and record contracts with no chemical usage using the appropriate code.
Balance seasonal grape delivery details between the chemical usage and grape crush systems.
Keep the Grape Buyer informed about contract information, purchase opportunities, delivery scheduling, and daily crushing activities.
Prepare and distribute daily delivery schedules and report daily delivery status to the President.
Serve as the company contact for the Winegrape Inspection Service and Rabbi, disseminating information as required.
Coordinate information among buyers, field personnel, laboratory personnel, production personnel, and upper management; respond to field personnel inquiries.
Maintain contract history files, field inspection reports, and records of daily deliveries; contact appropriate personnel to confirm scheduled loads.
Prepare reports on delivery histories, contracted volumes, projected deliveries, and chemical usage; prepare year-end grape buyer statements, resolve discrepancies, and forward approved statements to Accounting for payment.
Prepare an end-of-season report to the President on chemical usage for purchased varieties.
Code or review sales invoice coding; enter sales invoices and cash receipts into the accounting system; maintain customer master files as directed.
Process customer credit card sales transactions and distribute related reports.
Prepare mid-month and month-end sales and accounts receivable posting reports; enter sales invoices into the monthly sales detail Excel file and reconcile with Production.
Prepare and distribute the monthly sales report and assist with collection calls for past-due customer invoices.
Code and enter vendor invoices, review and reconcile vendor statements, and prepare year-end Form 1099s as directed.
Prepare the daily cash report; maintain check, void check, and monthly cash schedules; prepare and transmit daily bank deposits; and send accounts payable check-issued reports to the bank.
Set up and respond to affiliated-company line-of-credit transaction requests; enter general ledger journal entries and reconcile general ledger accounts.
Prepare distilled spirits, bonded winery, and sales tax returns; perform duties involving entry of data into or extraction of data from the MP2 system.
Send and distribute faxes, maintain the fax log, back up maintenance of the vendor insurance certificate schedule, and serve as primary backup receptionist.
Perform other duties as directed.