Accounts Payable Assistant (Part-Time)

Herzog Wine Cellars is a distinguished winery in the captivating surroundings of Oxnard, California. With a legacy rooted in tradition and a commitment to excellence, we are renowned for our exceptional craftsmanship and rich heritage. Our team skillfully fuses the artistry of premium California winemaking with a steadfast devotion to kosher supervision and the esteemed legacy of the Herzog family. At Herzog Wine Cellars, we take pride in creating wines that embody the essence of our heritage while embracing innovation and creativity. We are currently seeking a dedicated part-time Accounts Payable Assistant. In this role, you will be responsible for assisting in processing accounts payable and other duties as assigned.

More about this role

Performs the following duties, but not limited to:

Accounts Payable

• Open invoice and statement mail, print invoices and statements received via email;


• Obtain approval on all invoices from each department;


• Match invoices to PO or packing slip if applicable;


• Provide completed partial exemption certificates to vendors for qualifying purchases;


• VP of Operations must approve Winery invoices;


• Verify expense reports and receipts from employees, both Oxnard and Bakersfield location;


• Code and separate charges for invoices as needed, i.e. Fed Ex;


• Enter invoices into AP system; QuickBooks.


• Scan then enter invoices into AP Systems; Esker and AccountMate.


• Research all vendor statements and vendor inquiries;


• Complete credit applications for new account setup with vendors;


• Enter new vendors into AP Systems;


• Maintain correct vendor 1099 status;


• Print checks weekly and match check stubs to invoices;


• Obtain Amex statement, collect receipts from email and receptionist;


• Send positive pay to NJ each week when check processing is completed.


• Enter, code, and reconcile invoices in QuickBooks to ensure timely and accurate vendor payments.


• Mail checks;


• Maintain AP system, i.e. researching outstanding checks;


• Make folders and file all provided invoices back up weekly;

Accounts Receivable

Retail

• Print out retail emailed by Supply Chain & Winemaking Logistics Manager and match to retail sent from NJ office once orders have been processed;


• Run AR aging each week from AccountMate for all 3 locations, Tierra Sur, WTR and WC to verify we have all the invoice copies


• Obtain approval on all retail invoices sent from NJ, and note the expense month;


• Tierra Sur orders need to be processed as an AP invoice;


• Send Tierra Sur payment checks to NJ via email;


• Wine Tasting Room, Wine Club, and Tastings retail invoices give to SR Accounts Payable Clerk;


• File retail invoices

Miscellaneous

• Shredding of confidential paperwork as needed;


• Answer phone calls;


• Answer emails;


• Go to the bank to get change or make deposits when needed


• Other job duties assigned by Controller.

Compensation: The compensation for this role is from $24.00 to $27.00 an hour.

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, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:
High school diploma or general education degree (GED); minimum three years of relevant experience and/or training; or equivalent combination of education and experience.

Knowledge / Technical Skills: Duties require professional verbal and written communication skills; Understanding of principles and practices of the organization, planning, records management and general administration. Dependability, adaptability and confidentiality are necessary attributes.

Proficient in using Microsoft’s Office Suite including Word and Excel with the ability to type 50 wpm. Basic reading, writing and arithmetic skills required. Skilled in operating standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers, scanners and facsimile machines.

Customer Service Skills:
Politeness, confidence, tact, patience and diplomacy while dealing with complex and confidential situations. Should have impressive telephone etiquette. Excellent communication skills and the ability to deal effectively across all levels of the business organization are necessary. Must have problem solving skills. The ability to maintain a professional and courteous relationship with all. Meet deadlines and possess excellent, project management and decision-making skills.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of the job, the employee is frequently required to sit, use hands and fingers, handle, or feel and talk or hear. The employee is occasionally required to stand, walk and reach. Specific vision abilities required by this job include close vision and ability to adjust focus.