Administrative Analyst - Reimbursement and Contract Pricing

Administrative Analyst

Under the direction of the Contract Pricing and Reimbursements Supervisor, the Administrative Analyst supports the Recoup Department in a collaborative, customer-focused environment. This role assists both customers and Midwest Veterinary Supply Inc. team members while ensuring the company is reimbursed for outstanding vendor balances and previously lost revenue. Key responsibilities include processing credits and rebills, as well as managing and maintaining monthly reports. This role is hybrid out of our Lakeville, MN Corporate office with 3 days a week onsite (Wednesday mandatory) and 2 days remote.

Essential Functions:

• Tracks vendor payments by comparing Square 9 data to vendor receivables, and GL reporting, following up directly with vendors, and keeping clear records of collections and communications.
• Become an expert and maintain and update customer master database using standard Animal Health Industry Number's (AHN's).
• Learn and master monthly Promotional report and prepare reimbursement requests. The include free goods, discount, and rebates. Confirm that orders reflecting items invoiced at no charge correctly followed the promotional terms set by the manufacturer. Reconcile reports and provide issue resolution on problem orders that did not follow the promotion. Summarize each report indicating the final claim amount and submit it to the manufacturer for reimbursement. Record and maintain documentation of all payment requests made.
• Process credits and rebills submissions from internally teams and to correct errors for various promotion or, contract reimbursement requests and issues
• Learn and master monthly Contract report and prepare reimbursement requests. Confirm that orders reflecting items item on contract were priced accurately. Reconcile reports and provide issue resolutions on problem orders that did not follow the promotion. Summarize each report indicating the final claim amount and submit it to the manufacturer for reimbursement. Record and maintain documentation of all payment requests made.
• Manage incoming emails that are received in the department's centralized email box. Evaluate and work with fellow team members on responding and handling requests.
• Responds to vendor and sales team inquiries regarding contract pricing, research vendor rosters and portals to validate eligibility, and assigns vendor contracts to qualified customers.
• Complete other duties, assignments, and special projects as assigned.

Qualifications & Experience

• High school diploma or GED required; associate degree in a business-related field preferred
• 2+ years of experience in accounting, accounts receivable, reimbursement programs, or a related financial role preferred
• Strong understanding of pricing, margin analysis, and cost evaluation; experience in a distribution environment is a plus
• Advanced Microsoft Excel skills required (including VLOOKUP, conditional formatting, and logical functions); Cognos experience is a plus
• Demonstrated ability to analyze and interpret data with a high level of accuracy and attention to detail

Skills & Competencies

• Strong customer service mindset with the ability to build and maintain relationships with external vendors
• Excellent written and verbal communication skills
• Highly organized with the ability to prioritize tasks, manage multiple deadlines, and thrive in a fast-paced environment
• Self-motivated, detail-oriented, and proactive problem solver
• Ability to read and interpret procedures, instructions, and operational documents
• Proficiency with standard office tools, including 10-key calculator
• Veterinary product knowledge is a plus
• Ability to read, write, and speak English

Mental & Physical Demands

The requirements are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Analytical ability with attention to detail
• Regular interaction with people, team-player
• Frequent deadlines must be met requiring a fast pace of work and stress
• Continuous use of hands for writing and use of computer keyboard, working with a relevant volume of data to include alpha and numeric detail
• Continuous use of a computer monitor requiring close vision
• Ability to use a telephone listening and speaking
• Ability to work at a desk throughout the day

Job duties and requirements may be subject to modification to reasonably accommodate individuals with disabilities. Requirements are representative of the minimum levels of education, experience and skills required to perform the essential functions of this job. The job description does not constitute a written or implied contract of employment. Midwest Veterinary Supply reserves the right to revise or change job duties and responsibilities as the need arises.

Equipment Used Regularly uses typical office equipment including computer keyboard and terminal, telephone, printer, fax, and copier.

Work Environment

Work is typically performed Monday through Friday in hybrid environment. Working more than 40 hours per workweek may be required.

Salary/Benefits :

We offer competitive pay and a comprehensive benefits package including Medical, Dental and Vision insurance, Life and Accidental Death & Dismemberment (AD&D) insurance, Short- and Long-Term Disability insurance, a 401k plan, paid holidays, and Paid Time Off (PTO). Our work environment is business casual, and we like to have fun with weekly relaxed dress days and regular events like holiday contests, cookouts, and employee appreciation celebrations.

About Us :

Midwest Veterinary Supply, Inc. (MVS) has provided quality service and merchandise to the veterinary profession since 1961. Our products are distributed from eight branches located in key geographic locations within our trade area. We take great pride in getting our orders out the same day as called in and having the product in the customer's hand the next day. MVS carries products and equipment from most major manufacturers. As we continue to grow, our goal will be, as it has always been, to provide the veterinary profession the very best in service along with quality merchandise at fair and competitive prices.

Midwest Veterinary Supply believes in providing equal employment opportunities for all employees and will not violate any law prohibiting discrimination for or against any employee or applicant for employment on the basis of any characteristic protected under local, state, or federal statute, ordinance, or regulation.