SUMMARY: This position will involve communicating with clients on a routine basis. Professional etiquette and a positive, can-do attitude are absolutely essential characteristics for any successful applicant. A strong attention to detail, clear organization, ability to multi-task and exceptional communication skills are a requirement.

ESSENTIAL DUTIES AND RESPONSIBILITIES
•  Daily data entry into multiple spreadsheets and accounting software (Quickbooks)
•  Prepare and manage disbursement of invoices, statements and reports
•  Manage multiple spreadsheets and reports
•  Execute year-end CPI calculations
•  Actively partners with the Accounts Receivable Supervisor to bring past due accounts current, by reaching out to clients in a respectful, professional manner
•  Assists with human resources paperwork
•  Compose, type, and distribute professional correspondence and emails using individual initiative and as assigned.
•  Perform general clerical duties including, but not limited to filing, photocopying, and mailing
•  Answer and screen telephone calls in a professional and timely manner; take accurate messages with a high degree of professionalism and courtesy.
•  Additional duties as assigned.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

•  Must be a team player, with the ability to “Do what is needed.”
•  Ability to multitask and support multiple people
•  Strong organizational skills
•  Adaptable and flexible with the ability to juggle competing priorities
•  Excellent customer service, listening and communication skills
•  Friendly, approachable, curious and positive
•  Strong analytical skills
•  Professional demeanor in appearance, speech, and people interface
•  Demonstrates a high level of professionalism in speaking with clients and team members
•  Exercises considerable judgment and discretion in dealing with confidential, sensitive issues and projects
•  Must enjoy working in an office environment and communicating with team members, clients and vendors.

EDUCATION AND/OR EXPERIENCE
•  High school or Associate degree
•  One-year administrative experience, accounting or customer service role and/or training; or equivalent combination of education and experience; preferably within the wine or agricultural sectors
•  Familiar with viticulture terminology (desired but not required)
•  Experience answering calls on a multi-line phone system
•  Strong data entry and math skills
Daily
o Answer phones and transfer or refer calls appropriately.
o Provide general office support as needed.
o Send daily field posting notice.
Weekly
o Complete and distribute Accounts Receivable Report utilizing QuickBooks
o Seasonal - When there are spray sheets, complete appropriate calculations and report the information to calagpermits.org website.
o Seasonal – complete and distribute weekly scouting report using excel.
Harvest (July – October)
o Assist updating all Harvest templates to reflect the current year
o Create the Pesticide Use Reports for all ranches,
o Daily – Assist completing daily harvest paperwork / calculations
o Daily – Assist entering the harvest totals daily in the Harvest Pick Summary spreadsheet
Monthly
o Complete client invoicing. Create invoices using Excel, TransactionPro, and QuickBooks. Distribute to appropriate supervisors for review, correct as needed and send to appropriate clients.
o Update Equipment Budget figures
Annually
o Prepare and distribute presentation budgets to management clients.
o Prepare Budget vs. Actuals for all management clients.
o Update Monthly Management Fee Sheet
As Needed
o Prepare Presentation budgets for potential new management clients.

OTHER QUALIFICATIONS

LANGUAGE SKILLS ABILITY The ability to read, analyze and interpret general technical procedures, and governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, customers and the general public.

COMPUTER SKILLS
To perform this job successfully, an individual must have excellent computer skills and display proficiency in MS Suite, Word/Excel/Office. A high degree of proficiency in Excel is required. Proficiency in QuickBooks or similar accounting software is desired. The ability to use internet tool and to learn new software or apps quickly.

REASONING ABILITY The ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.