Accounting Clerk/Grower Relations Assistant

DURING GRAPE-CRUSH PERIOD

• GROWER RELATIONS/CONTRACTS
  • Prepare and mail the pre-grape crush grower letter.
  • Prepare grower contracts as directed by authorized buyer.
  • Review grower contracts, cards and chemical application reports prior to entry into the grape crush/chemical usage systems.
  • Respond to grower inquiries.
  • Maintain numeric and alphabetic contract files.
  • Prepare contract delivery tickets and distribute to the buyer or grower.
• CHEMICAL USAGE COMPLIANCE
  • Review chemical application reports for contract site to ensure no chemicals prohibited by the Company were used.
  • Complete chemical usage packet by attaching the grower card to the chemical application report.
  • Enter chemical application reports into the chemical usage system.
  • Balance grape delivery details as entered in the chemical usage system with the details as recorded in the grape crush system.
• GRAPE BUYER/FIELD PERSON/PRODUCTION PERSONNEL ASSISTANT
  • Keep Grape Buyer informed regarding any information received impacting existing contracts, purchase opportunities, delivery scheduling and the day’s crushing delivery activities.
  • Prepare and distribute the daily delivery schedule based on information provided by the Grape Buyer.
  • Report daily delivery status to the President.
  • Coordinate with and assist the Grape Buyer in the dissemination of information to buyers, field personnel, lab personnel, production personnel and upper management.
  • Maintain contract history files and field inspection reports for the Grape Buyers use.
  • Respond as needed to Field personnel inquiries.
  • Maintain routine contact during the day with the Test Stand, Weighmaster, Lab Manager and Production Supervisor to share and gather information regarding the day’s delivery schedule/status, grape quality issues, grower relationship issues and any other information impacting the day’s crush plan.
  • Prepare reports as needed regarding delivery histories, contracted volumes, deliveries projected future deliveries and chemical usage.
  • Prepare end of the year grape buyer statements and end of the season report to President on chemical usage for all varieties purchased.

DURING NON-CRUSH PERIODS

• ACCOUNTS RECEIVABLE/SALES
  • Code sales invoices or review the coding of others.
  • Enter sales invoices and cash receipts into the accounting system.
  • Process (including contact with customer) credit card sales transactions and distribute related reports.
  • Prepare the mid-month and end of the month sales and accounts receivable posting reports.
  • Obtain customer credit reports related to customer credit applications.
  • Enter sales invoices into the monthly sales detail Excel file, reconcile with the Production Department.
  • General ledger at month end and prepare and distribute the monthly sales report.
  • Help with collection calls to customers who are past due on their invoices.
• ACCOUNTS PAYABLE (ASSIST AS DIRECTED)
  • Code and enter vendor invoices into the accounting system.
  • Review and reconcile vendor statements.
  • Prepare end of year Form 1099s.
• GENERAL
  • Prepare the daily cash report.
  • Maintain the check, void check and monthly cash schedules.
  • Prepare and transmit the daily bank deposit.
  • Set up and respond to line of credit transaction requests from affiliated companies.
  • Enter general ledger journal entries.
  • Reconcile general ledger accounts.
  • Perform duties relating to the entry of data into or extracted from the MP2 system.
• ADMINISTRATIVE SUPPORT
  • Serve as the backup for the maintenance of the vendor insurance certificate schedule.
  • Serve as the primary backup Receptionist.
  • Send and distribute faxes and maintain the fax log.