Operational Reporting Specialist

Company Description

DH Wine Compliance is a full-service alcohol compliance firm located in Santa Rosa, California. We specialize in licensing, reporting, and consulting services for the wine industry. With over 200 years of combined experience, our team is knowledgeable in all areas of alcohol compliance. We provide expert assistance in obtaining and maintaining permits, licenses, reporting & consulting. Our focus is on delivering exceptional customer service and expertise to our clients.

Summary

Working under the supervision of the Department Lead, a Compliance Specialist I is a data processing position which requires following detailed and situational procedures. This role assists with the preparation, maintenance, submission, and organization of California and federal reports. The Compliance Specialist I maintains their own client relationships and account assignments.

This position is responsible for accurately billing clients for work performed prior to monthly submission and requires confidentiality in all aspects of client and agency information. As there will be exposure to clients, this position should project a professional company image through all interactions.

Essential Duties & Responsibilities

• Account management and customer correspondence.
• Project management of customer accounts
• Customer database maintenance in company’s proprietary software
• Completion, submission, and maintenance of various client California and federal, monthly, quarterly, and annual operational reports.
• Directly communicate with clients to obtain information and navigate compliance regulations.
• Directly communicate with various state and federal agencies Collecting, interpreting, tracking and correcting client inventory and activities
• Responsibility for audits, reconciling statements and ensuring records are accurate.
• Accurately track, record, and reconcile billable time within the company’s billing system.
• Electronic file maintenance of customer documents, records, and reports.
• Participation in company meeting presentations covering departmental updates.
• Continued education and research on current and future state and federal regulations.
• Collaborate on infrastructure projects.
• Maintain and amend procedure manuals.
• Build and maintain professional working relationships with clients and cross-functional teams and government agencies.
• Creating, reviewing, auditing, and modifying documents using word processing, spreadsheet, database and/or other presentation software such as power point, Adobe

Acrobat, or other programs.

• May conduct research, compile data, and prepare findings for consideration and presentation to the owner, clients, or other staff members.
• General administrative duties such as mailing, filing, copying, preparing carrier packages, etc.
• Other duties as assigned.

Additional Duties & Responsibilities

• Supports department(s) with special projects.
• Other duties as assigned.

Required Education and/or Experience
3 years’ experience in wine industry compliance or cellar records experience is a requirement

• Proven experience and accuracy with mathematics
• Ability to work independently or as part of a team.
• Experience working with cross functional teams.
• Experience working with a range of experience levels, capabilities and working styles.
• Strong relationship building skills with the ability to listen, evaluate, advise, and influence.

Required Knowledge, Skills, & Abilities

• Software experience with Microsoft Office 365, Outlook, Word, Excel, Adobe Acrobat
• Vintrace, InnoVint, Ekos, NetSuite, and Ship Compliant knowledge a plus
• Knowledge and understanding of general California and federal winery operational regulations.
• Strong business acumen while maintaining client centered approach.
• Exceptional listening, verbal and written communication skills
• Excellent analytical and problem-solving skills
• Adept at self-management, time management and the ability to manage and prioritize competing priorities.
• Self-reflective and personally accountable.
• Timely and comprehensive communication throughout all levels of the business.
• Excellent attention to detail, accuracy, research, and analytical skills to gather appropriate facts.
• Knowledge of principles and practices of organization, planning, records management, and general administration
• Ability to operate standard office equipment, computers, phones, copiers, printers, scanners.

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. While performing the duties of this job, the employee is regularly required to use hands and/or fingers to handle or feel. The employee frequently is required to sit. The employee is occasionally required to stand, walk, climb, stoop, kneel, talk or hear, and taste or smell. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision.

Work Environment

• This position primarily operates in a remote/work from home or a professional office environment.
• Occasionally travel by car; must have a valid driver’s license and provide own transportation
• Ability to work a flexible work schedule with extended hours as required during peak season demand.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Type: Full-time

Pay: $60,000.00 - $68,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Wine Compliance or Wine Cellar records: 3 years (Required)

Ability to Commute:

• Santa Rosa, CA 95403 (Required)

Work Location: Hybrid remote in Santa Rosa, CA 95403

Salary : $60,000 - $68,000