Administrative Assistant I - The Prisoner Wine Company

Job Description

This position, under general supervision, provides accounting, administrative and general office support. this position is temporary

Responsibilities

• Maintains winery files and records, including correspondence, program documents and safety and compliance records.

• Maintains Winery databases and creates related reports.

• Prepares purchase orders/purchase requisitions for submittal to A/P.

• Compiles invoice information and submits billings to A/P.

• Reconciles daily and bi-weekly time records. Works with Cellar Foreman and Cellar Supervisor to correct/resolve timekeeping discrepancies.

• Organizes and coordinates department training for harvest staff.

• Performs general office support functions including but not limited to the following:

• Picks up, delivers and sorts mail as needed.

• Maintains and orders all office and lunchroom supplies for the winery office, researching to obtain best prices.

• Generates and maintains master copies of general forms for employee use.

• Coordinates site/office maintenance via contractors (e.g. janitorial, HVAC, fire suppression systems, etc.)

• Supports corporate meetings/events on site, harvest lunch ordering and pick up.

• Sees to general orderliness of office environment

• Supports shipping and receiving activities as needed.

• Completes miscellaneous projects using various computer programs.

• Supports unplanned service calls like the elevator repair service, copier service, etc.

• Assist to harvest swag ordered and other harvest related events

• Provides general administrative support to Operations Director and staff.

• Other duties as assigned.

• High School Diploma/GED required.

• Two years prior administrative experience required.

• Prior winery experience preferred.

• Excellent customer service, employee relations, teamwork and interpersonal skills required.

• Established track record as a self-starter with ability to carry projects through to completion with little or no direction.

• Demonstrated ability to multi-task and exercise sound judgment in prioritizing tasks in order to meet deadlines.

• Strong organizational skills with attention to accuracy and detail

• Proficient with MS Word, Excel, and PowerPoint required.

• Ability to use and maintain all office equipment including copy/fax/scanner, printers, mailing machine, etc.

• Good oral and written communication skills in both English and Spanish.

• Valid Driver's License and clean DMV record required.

• Ability to work overtime as needed especially during harvest.

• Ability to stand, walk, climb stairs and occasionally lift and/or move up to 40 pounds.

• While performing the responsibilities of this position, the individual is required to have driving and ambulatory skills sufficient to visit various parts of the winery and other locations; as well as to go to the winery on a daily basis.

• Requires sitting, operating a computer keyboard, telephone and other equipment, reading, talking and hearing for extended periods of time.

• Position responsibilities and open office environment contribute to regular interruptions and noise.

• Working conditions in certain areas of the wineries, warehouses and wineries are cold, wet, slippery and noisy and involve exposure to hazardous conditions.