Administrative Specialist

Willamette Valley Vineyards, the leading producer of world-class Oregon Pinot, is looking for an Administrative Specialist to join our amazing Accounting Team at the Estate in the Salem Hills.

This is an on-site position at our beautiful winery, with a robust benefit package for our full time employees. This position supports the Team with a focus on managing and maintaining compliance with Federal and State requirements.

What We Offer :

• A robust benefit package for our full-time employees
• Competitive pay
• Coming to work in a beautiful setting each day

Primary Job Responsibilities / Essential Functions

• Responsible for components of federal and state compliance including licenses and related files.
• Works with Sales and Operations to obtain licenses for new facilities as required.
• Process all applicable state license applications and renewals.
• Maintain a database of licenses and expirations dates, including filing procedures and instructions.
• Responsible for governmental approvals.
• Research and provide solutions to compliance issues.
• Oversee state brand registrations and renewals.
• Maintain a database of state brand registrations and expiration dates.
• Send confirmations of submissions and receipt of registrations / licenses to the appropriate departments.
• Maintain records of salespersons permits that are required for certain states.
• Act as compliance resource for all staff inquiries.
• Responsible for producing monthly data for state and federal reporting.
• Calculate and prepare Sales and Excise Tax filings.
• Ensure all state and federal compliance filings are completed and filed on time.
• Inform management of all legislative activities affecting sales and communicate changes to appropriate departments.
• Act as custodian of all physical compliance records.
• Administrator for compliance software, fielding all related staff inquiries, access requests and issues.
• Ensure all compliance software data is updated and accurate.
• Adds new cost related product SKU’s into Wine Direct for Ship Compliant.
• Files changes in Board or Corporate Officers with TTB and States.
• Assists with bond inventory audits and controls.
• Support Company’s efforts to create a more sustainable, cross-cultural, and green environment.
• Other duties as assigned by the CFO or Controller.

Skills and Abilities

• Excellent communication and organizational skills, with outstanding attention to detail.
• Proficient in Excel and data manipulation.
• Ability to anticipate tasks and associated deadlines.
• Ability to balance multiple demands, prioritize tasks and retain clear focus, and effectively work within a team environment.
• Quick learner and open to taking on new challenges and / or adapt to change.
• Ability to work with outside agencies in a professional manner.

Education and experience

Bachelor’s Degree or an Associate’s Degree plus 2 years of experience in a legal, regulatory, and / or accounting environment is preferred.

A similar combination of education and experience will be considered. A degree in accounting with experience using accounting software is preferred.

Preferred Qualifications

• Experience with :
• TTB auditing and / or compliance activities.
• OLCC auditing and / or compliance activities.
• Ship Compliant or other compliance software.
• Sales and Excise Tax filings and compliance activities

Founded in 1983 by Oregon native Jim Bernau with the dream of creating world-class Pinot Noir, Willamette Valley Vineyards has grown from a bold idea into one of the region's leading wineries, earning the title One of America's Great Pinot Noir Producers from Wine Enthusiast Magazine.