Overview

SUMMARY: Process accounts payable, monthly compliance, payroll and other accounting items within the department

DUTIES AND RESPONSIBILITIES:
Accounts Payable
• Maintains accounting department files and records.
• Enters information into accounting data entry system.
• Circulates invoices to managers for approval.
• Reviews invoices for accuracy and inputs A/P invoices into AMS for future payment.
• Prepare inventory invoices, matching cost on invoice to cost in AMS.
• Responsible for researching invoice problems, interfacing with vendors, customer service team, and other appropriate staff to reconcile.
• Run A/P aging report weekly for invoices to be paid. Prepares checks and matches to invoices attaining signatures on checks and mailing in a timely fashion. Making copies of asset invoices, wine cost invoices. File all paid invoices.
• Responsible for setting up spreadsheets for expenses and payments.
• Responsible for reviewing, receiving approval on and processing expense reports for reimbursements.
• Prints A/P distribution list, making any corrections on a monthly basis. (To complete month end close)
• Responsible for verifying vendor & distributor statements against AMS invoices on a monthly basis.
• Assists with month-end close and runs monthly reports as required.
• Prepares deposits, photocopying checks.
• Responsible for setting up new vendors in AMS system.
• Logs, posts, and balances petty cash.
• Performs general clerical duties including but not limited to filing, photocopying, faxing, typing and mailing.
• Prepares annual 1099s as needed.
• Responsible for ordering office supplies.
• Assists with special accounting projects as needed.
• Performs other duties as assigned by supervisor.

Compliance
• Prepare CSV files monthly for upload of compliance information to website for reporting Wholesale and Direct to Consumer sales.
• Prepare reports and pay excise taxes and sales taxes either online or via check.
• Quarterly filing of compliance reports such as California Sales Tax, California Excise tax and other states that require quarterly filing.
• Annual filing of Sales and Excise taxes in January for specific states that require this form of reporting.
• Renew Wholesale and Direct to Consumer shipping licenses.
• Prepare and file monthly TTB Excise Tax and 702 Report.
• Review out of state sales tax in the GL and reconcile.
• Update internal spreadsheet for shipping information

Payroll
• Enter new employees in payroll system and online timecard system.
• Make sure that supervisors are approving timecards
• Prepare payroll through ADP on a bi-weekly basis, commissions entered on a monthly basis.
• Balance payroll numbers in spreadsheet to maintain accurate payroll and prepare GL entries.
• Ensure W-2’s are mailed out in a timely manner each January.
• Prepare Workers Comp GL entry
• Distribute payroll checks.
• Help to prepare monthly KPI’s in order to calculate commissions.
• Prepare and report monthly US Dept. of Labor information.

QUALIFICATIONS:
• Some College Accounting courses, One-year certificate from college or technical school or five years related experience, or equivalent combination of education and experience.
• Ability to read, write and perform non-routine mathematical/accounting operations.
• Accurately keystroke a minimum of 40 wpm.
• 10-key by touch.
• Demonstrated ability to calculate figures and amounts.
• Proficient on Microsoft Excel, Word; AMS
• Acute attention to detail.
• Strong organizational skills.
• Commitment to excellence and high standards.
• Excellent written and verbal communication skills.
• Ability to understand and follow written and verbal instructions.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Must be able to speak, read, write, and understand the primary language(s) used in the workplace.

PHYSICAL/MENTAL REQUIREMENTS:
While performing the duties of this job, the employee is frequently required to do the following:
• Sit for prolonged periods.
• Calculate figures and amounts.

WORK ENVIRONMENT:
• The work time is divided amongst sitting at a desk working with a phone and computer. Exposed to variety of temperatures and climates.