The Office Manager is responsible for day-to-day accounting and financial administration while also providing broad office administration, payroll, employee administration, compliance coordination, and operational support. The position requires working knowledge of bookkeeping and accounting principles, strong attention to detail, organization, confidentiality, and the ability to independently manage recurring financial and administrative responsibilities. Essential Duties and Responsibilities Accounting & Financial Administration This area requires working knowledge of bookkeeping and accounting principles, including accounts payable, accounts receivable, account reconciliations, journal entries, and financial recordkeeping.

• Manage daily banking activity, including reviewing checking and money market accounts, transferring funds as needed, preparing deposits, and reconciling bank accounts monthly.
• Manage cash accounts, including daily tasting room cash drawer activity, weekly cash drawer counts, change availability, and monthly reconciliations.
• Manage credit card activity for American Express and Chase VISA, including coding and entering receipts into QuickBooks and reconciling monthly statements.
• Manage accounts payable, including invoice approval routing, coding and entering invoices into QuickBooks, processing vendor and grape grower payments, calculating applicable fees and commissions, processing checks, and maintaining payment records.
• Manage accounts receivable, including customer billing, recording EFT and check payments, issuing monthly statements, following up on past-due balances, and reconciling accounts receivable.
• Perform AR/AP reconciliations.
• Maintain QuickBooks accounting records, including daily sales, payroll and other journal entries, manual checks, EFT expenses, bank transfers, and recurring operational journals.
• Back up QuickBooks files for all 3 company entities according to established schedules.
• Prepare balance sheets, income statements, and other financial reports as needed.
• Assist with preparation of the annual budget. (Annually)
• Process quarterly production journals using inventory, tasting room sales, and distribution sales information received from the winemaker.
• Maintain the capital asset spreadsheet.
• Process Commerce7-related accounting activity, including Daily Sales, CRV, and CDTFA activity.
• Calculate CalRecycle fees monthly.
• Process Wine Grape Commission reports and payments for 2 of the 3 company entities.
• Process applicable tax reporting and payments, including CDTFA payments during the first and second months of each quarter; quarterly sales reporting to Bowman & Company, LLP and related CDTFA payment; quarterly Excise Tax (TTB) reporting/payment; and quarterly Winegrower's Tax (BOE) reporting/payment.
• Print and mail 1099s for all 3 company entities. (Annually)
• Upload tax documents to the third-party accounting website. (Annually)
• Maintain historical records of accounting-related processes. (Annually) Office Administration
• Coordinate general office operations, including purchasing office supplies, filing, maintaining records, scheduling management team meetings, and preparing meeting agendas.
• Maintain company licenses, certifications, contracts, and required postings.
• Update annual workplace postings. (Annually)
• Post and remove EEO-1 materials as required. (Annually)
• Maintain contract files. (Annually)
• Complete insurance applications for health, liability, and workers' compensation. (Annually)
• Provide employee census information to appropriate organization. (Annually)
• Provide requested information for the workers' compensation audit. (Annually)
• Coordinate ABC license renewal. (Annually)
• Update Statements of Information for all 3 company entities as required.
• Post company licenses and certifications.
• Report workers' compensation injuries through the appropriate process.
• Coordinate compliance documentation by forwarding required compliance documents and domestic/out-of-state customer invoices to the compliance officer.
• Provide monthly production wage information to the Head Winemaker.
• Support company credit card administration, including unlocking employee cards when needed.
• Print postage through Stamps.com as needed.
• Prepare and update new hire packets and present, review, and obtain required new hire documentation.
• Add new employees to When to Work and Mainspring, coordinate fingerprint processing in Mainspring, and enter new hire information into ADP.
• Provide employee birthdate information to the Event Manager as required for internal administration.
• Maintain employee phone lists and training certificate records.
• Maintain employee personnel records, including main personnel, confidential, health benefits, identification documents, workers' compensation, and time-off records.
• Provide new hires with health benefit information and submit enrollment forms to the insurance company.
• Process payroll through ADP, including employee wage, health benefit, and 401(k) deduction updates.
• Review timesheets, follow up on missing information, enter paid time off, and code event hours worked.
• Calculate event rental commissions and enter timecard, commission, tip, mileage, and miscellaneous payroll information.
• Process and submit payroll and provide payroll information to the owner for review.
• Process payroll reporting, including saving reports, preparing payroll journal information, and distributing check stubs as required.
• Process 401(k) reports and payments.
• Pay earned sales bonuses quarterly.

Pay:

$30.00 - $40.00 per hour Expected hours: 40.0 per week

Benefits:

Health insurance

Work Location:

In person