Accounting Clerk/Grower Relations Assistant

Accounting Clerk/Grower Relations Assistant

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.

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.

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

3. 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