Accounting Clerk/Grower Relations Assistant

Vie Del
Fresno, CA

Vie-Del is a major producer of concentrates from grapes and other fruits, brandy, spirits, and wines. We are currently seeking talented candidates to join the Vie-Del Family.� We offer a competitive salary and excellent benefit package in an employee friendly and rewarding environment.

SUMMARY:� � � � The Accounting Clerk/Grower Relations Assistant under limited supervision from the Accounting Supervisor and Accounting Manager as well as the Grape Buyer will perform a wide variety of clerical duties in the areas of grower relations /contracts reporting, chemical usage compliance reviews/reporting and grape buyer/field person support.� In the absence of the receptionist during the non-grape crush period, Clerk/Asst. will provide backup to the receptionist for breaks, lunches, vacations and other absences.�

DUTIES:

DURING GRAPE-CRUSH PERIODS

I.� � � GROWER RELATIONS/CONTRACTS

1.� � � � � � � � As directed by the Grape Buyer and President, prepare and mail the pre-grape crush � � � � � � � � � � � grower letter.

2.� � � � � � � � Prepare grower contracts as directed by authorized buyer
3.� � � � � � � � Review grower contracts, cards and chemical application reports prior to entry into the grape � � � � � � � � � � � crush/chemical usage systems.

� � � � � � � � � � � � � � � � � � � � � � � a) Obtain clarifying information from the grower

4.� � � � � � � � Respond to grower inquiries

� � � � � 5.� � � � � � � � Review and compare the daily grape weigh tags and delivery tickets to ensure the � � � � � � � � � � � � � � � � � � � � proper contract number is assigned to the delivery.

� � � � � � � � � � � � � � � � � � � � � � � a) Forward all documents to Accounting

6.� � � � � � � � Maintain numeric and alphabetic contract files

7.� � � � � � � � Prepare contract delivery tickets and distribute to the buyer or grower

II.� � � � � � � CHEMICAL USAGE COMPLIANCE

1.� � � � � � � � Review chemical application reports for contract site to ensure no chemicals prohibited by � the Company were used, all chemicals used were approved for grapes, application frequency � � and rates do not exceed allowable levels and dates of last applications do not prohibit grape � delivery.

� � � � � � � � � � � � � � � � � a)� � Obtain clarification from appropriate parties

� � � � � � � � � � � � � � � � � b)� � Notify Grape Buyer exceptions are noted

� � � � � 2.� � � � � � � � Complete chemical usage packet by attaching the grower card to the chemical � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � application report.

� � � � � � � � � � � � � � � � � a)� � Update the contract record in the grape crush system as needed

� � � � � � � � � � � b)� � File chemical usage packet for later entry into the chemical usage system

  1. � � � � � Enter chemical application reports into the chemical usage system

� � � � � � � � � � � a)� � Enter grape delivery details into the system as needed

� � � � � � � � � � � b)� � Contracts with no chemical usage are entered with a code indicating no � � � � � � � � � � � � � � � � � � � usage.

4.� � � � � � � � At the end of the season, balance grape delivery details as entered in the chemical

� � � � � � � � � � � usage system with the details as recorded in the grape crush system.

  1. GRAPE BUYER/FIELD PERSON/ PRODUCTION PERSONNEL ASSISTANT
� � � � � 1.� � � � � � � Keep Grape Buyer informed regarding any information received impacting existing � � � � � � � � � � � � � � � � � contracts, purchase opportunities, delivery scheduling and the day’s crushing � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � delivery activities.

� � � � � 2.� � � � � � � Prepare and distribute the daily delivery schedule based on information provided by � � � � � � � � � � � � � � � � � � � � � � � � � � � � the Grape Buyer.

� � � � � 3.� � � � � � � Act as the company contact person for the Winegrape Inspection Service and Rabbi � � � � � � � � � � � � � � � � � � � � � � � � � � a) � � � Disseminate information as required to ensure services are � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � provided.

� � � � � 4.� � � � � � � Report daily delivery status to the President

� � � � � 5.� � � � � � � Coordinate with and assist the Grape Buyer in the dissemination of information to � � � � � � � � � � � � � � � � � � buyers, field personnel, lab personnel, production personnel and upper management.

� � � � � 6.� � � � � � � Maintain contract history files and field inspection reports for the Grape Buyers use

� � � � � 7.� � � � � � � Respond as needed to Field personnel inquiries

� � � � � 8� � � � � � � � 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.

� � � � � 9.� � � � � � � Maintain records of the day’s deliveries and make contact with appropriate personnel � � � � � � � � � � � � � � � � � � � � � � � � � � to determine if scheduled loads will be received.� � � � � � �

IV.� � � � � � REPORTING
  1. � � � � � Prepare reports as needed regarding delivery histories, contracted volumes, �

� � � � � � � � � � deliveries projected future deliveries and chemical usage.

� � � � � 2.� � � � � � � Prepare end of the year grape buyer statements

� � � � � � � � � � � � � � � � � � � � � � � a) � � � Resolve any reported discrepancies

� � � � � � � � � � � � � � � � � � � � � � � b) � � � Forward approved statements to Accounting for payment

� � � � � 3.� � � � � � � Prepare end of the season report to President on chemical usage for all varieties � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � purchased.

DURING NON-CRUSH PERIODS

V.� � � � � � � ACCOUNTS RECEIVABLE/SALES

� � � � � 1. � � � � � � � Code sales invoices or review the coding of others

� � � � � 2. � � � � � � � Enter sales invoices and cash receipts into the accounting system

� � � � � 3. � � � � � � � As directed, maintain customer master files

� � � � � 4. � � � � � � � Process (including contact with customer) credit card sales transactions and � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � distribute related reports.

� � � � � 5. � � � � � � � Prepare the mid-month and end of the month sales and accounts receivable posting � � � � � � � � � � � � � � � � � reports.

� � � � � 6. � � � � � � � Obtain customer credit reports related to customer credit applications

� � � � � 7. � � � � � � � Enter sales invoices into the monthly sales detail Excel file, reconcile with the � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � Production Department.

� � � � � 8.� � � � � � � � General ledger at month end and prepare and distribute the monthly sales � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � report.
� � �
� � � 9.� � � � � Help with collection calls to customers who are past due on their invoices.�

VI.� � � � � � ACCOUNTS PAYABLE (ASSIST AS DIRECTED)

1. � � � � � � � Code and enter vendor invoices into the accounting system

2. � � � � � � � Review and reconcile vendor statements

3. � � � � � � � Prepare end of year Form 1099s

VII.� � � � GENERAL

  1. � � � � � � � Prepare the daily cash report
  2. � � � � � � � Maintain the check, void check and monthly cash schedules
  3. � � � � � � � Prepare and transmit the daily bank deposit
  4. � � � � � � � Transmit accounts payable checks issued reports to the bank
  5. � � � � � � � Set up and respond to line of credit transaction requests from affiliated companies
  6. � � � � � � � Enter general ledger journal entries
  7. � � � � � � � Reconcile general ledger accounts
  8. � � � � � � � Prepare distilled spirits, bonded winery and sales tax returns
  9. � � � � � � � Perform duties relating to the entry of data into or extracted from the MP2 system
� � � � � � � � � � �

VIII.� � � ADMINISTRATIVE SUPPORT

  1. � � � � � � � Send and distribute faxes and maintain the fax log
  2. � � � � � � � � Serve as the backup for the maintenance of the vendor insurance certificate� schedule.
  3. � � � � � � � Serve as the primary backup Receptionist

IX.� � � � � � OTHER

  1. � � � � � � � Perform other duties as directed
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