SUMMARY

The Rebate Specialist partners closely with the Pricebook, Merchandising, Marketing, and Accounts Receivable teams. This role is responsible for accurately entering and tracking rebate programs, managing rebate accruals, validating supporting documentation, and ensuring timely reconciliation of payments to support strong financial performance.

 

RESPONSIBILITIES BY COMPETENCY: (*denotes an essential function of the position)

 

Business Results Orientation

*Manage the rebate reconciliation process ensuring the company is paid for funds negotiated by the Merchandising and Marketing Department including but not limited to buydowns, purchase rebates, sales rebates, loyalty programs, scan data, etc.

*Enter rebate program details in PDI Rebate Manager, accrue rebate programs, validate rebate supporting documents, and timely reconcile payments

*Ensure accurate accounting for rebate accruals, payments and adjustment in the general ledger

*Prepare invoices and supporting sales or purchase reports as needed for the loyalty app, promotions, etc

*Proactively communicate with vendors and the merchandising team to resolve any discrepancies or outstanding balances

*Prepare and submit scan data files required for rebate payment to appropriate manufacturers and timely review and resolve file warnings and errors

*Continuously audit information to ensure all items are set up and match rebate contracts and/or communications

*Prepare and present detail reporting on rebate performance and impact of rebate programs

*Reconcile general ledger accounts, ensuring accuracy in reporting

Maintain an updated rebate system of record. Ensure all rebates are properly documented for audit purposes.

Evaluate and improve rebate management processes for optimization and automation

Develop and implement internal controls to prevent errors

Assist with internal and external audits, providing documentation and reports related to rebates

*Maintain regular attendance and follow designated safety practices

*Actively seek ways to conduct business electronically and keep manual or redundant tasks to a minimum

*Lead or assist with special projects as directed

Evaluates current and develops new processes and procedures to support changing customer needs and to promote efficiencies within the department

Provide training and support to staff

Perform other duties not listed as required

 

Communication

*Communicate in a positive, professional and effective manner with all internal and external customers, coworkers, and supervisors

*Collaborate with Merchandising, Marketing, Retail, Accounts Receivable, Pricebook and IT to ensure alignment

* Keep appropriate personnel apprised of discrepancies, exceptions, loss issues, and error corrections in a timely manner

Utilize preferred method of communication by the customer, whether internal or external, to resolve issues in a timely manner

Customer Service Orientation

*Respond to all requests from company personnel in a timely and accurate manner 

*Assist Retail Operations in meeting established deadlines

*Ensure system information is accurate and up to date minimizing variances and impacts to the Profit and Loss Statement

Strive to proactively meet the customer needs by gaining a better understanding of the customer and industry

Work closely with the Pricebook team to communicate and correct product errors

 

Developing Talent

Gain knowledge of other Retail Accounting team members, Accounts Receivable, Merchandising, Marketing, and IT department functions to sufficiently answer or seek out answers to questions, when necessary, and to help support each department’s functions

Cross-train and mentor co-workers as necessary to ensure that all essential job functions have a backup and that the talent of the accounting department continues to grow

Attend training to further professional development and understanding of company goals and strategy

*Complete safety training as required

*Complete training as required to meet regulatory compliance and company guidelines

 

Technical Expertise

*Ensure data in the Rebate Manager module is current and accurate at all times

*Maintain up to date knowledge of accounting principles required to perform job functions accurately and in compliance with established industry guidelines

Maintain efficient filing and information retrieval system

*Maintain up to date knowledge of technology, software, and systems used to complete job functions

*Utilize advanced Excel functions to manipulate large sets of data

*Create, modify, and maintain reports that will allow for more effective reporting to other company personnel

*Attain proficiency in industry and company specific software programs as well as have a general understanding of store operating systems and technology used at the stores

Develop and maintain written job procedures

*Adhere to all Wallis Companies’ safety policies and report all safety incidents to supervisor immediately

 

SUPERVISORY RESPONSIBILITIES

Direct:  N/A

 

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, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. (*denotes an essential qualification of the position)

 

Education:                              

*Required:  Associate’s Degree in business related field

Preferred:  Bachelor’s Degree in business related field

 

Experience:                            

*Required: At least 1 year of experience in accounting, rebate management, auditing, financial analytics or other business related field

Preferred:  At least 2 year of experience in accounting, rebate management, auditing, financial analytics or other business related field

 

Language Skills:                    

*Ability to read, write, speak, and understand English in a professional manner that is sufficient for effective

communication with groups of managers, clients, customers and the general public.

 

Skills and Abilities:

*Ability to master use of multiple company and industry systems and procedures.

*Capacity to adapt to change and work in a fast paced environment

*Ability to use independent analysis to make decisions having significant long-term business impact

*Ability to multi-task and handle multiple priorities and deadlines

*Display extraordinary attention to details

*Excellent verbal and written communication skills

*Ability to problem solve and analyze information

*Strong understanding of accounting principles and practices, including accruals and reconciliations.

*Excellent analytical and problem-solving skills

*Detail-oriented with the ability to handle complex financial transactions accurately

 

Technology, Tools, And Equipment:  

*Required: Excellent MS Excel skills, Computer, Microsoft Office, Telephone, Copy/Printer/Fax; Numeric Key

Preferred: Industry Standard Software; write Structured Query Language (SQL) to retrieve data (Proficiency with preferred items is not required to meet minimum qualifications, but proficiency must be established to complete essential job functions)

 

Certificates, Licenses and/or Registrations:

None required

 

PHYSICAL DEMANDS

The physical demands described below 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.

 

Amount of Time	None	Under 1/3	1/3 To 2/3	Over 2/3	Amount of Time	None	Under 1/3	1/3 To 2/3	Over 2/3
See:  Must be able to read computer screen and reports.				X	Lifting:
Stand/Walk: Occasional visits to other locations in the building.			X		Up to 10 pounds:		X
Sit: Must be able to perform work at desk, computer, filing, etc.				X	Up to 25 pounds		X
Touch/Grasp/Feel: Must be able to input electronic data, manipulate paper,  use phone system				X	Up to 50 pounds	X
Climb or Balance:		X			Up to 100 pounds	X
Stoop, Kneel or Crawl:		X			Over 100 pounds	X
Talk or Hear: Must be able to communicate in person and on telephone system				X
Working Conditions: Office atmosphere				X

Disclaimer:

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.  Wallis Companies reserves the right to make changes to job descriptions as needed with or without notice to affected employees.  Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.  This job description does not establish a contract for employment.

 

INDARS