Disbursements Associate en GOVX, Inc.

Title: Disbursements Associate - TN 

Department: Accounting & Finance 

Reports To: Disbursements Supervisor - TN 

FLSA Status: Non-Exempt 

Employee Status: Full-Time, At Will 

Job Overview 

The Disbursements Associate role within the accounting department carries out Accounts Payable functions with a specific focus on financial transactions related to inventory partners, reverse logistics, warehouse assets, and shipping reconciliations. This position reports to the Disbursements Supervisor. 

 Effective accounts payable (AP) management is a vital function within the accounting team and to the financial health and smooth operations of GOVX. It ensures payments to all business vendors on time, builds strong vendor relationships, optimizes cash flow, and helps maintain accurate financial records. Lack of AP management can lead to late payments, strained vendor relationships, and potential disruptions in services and/or products fulfilled by the vendor.  AP is not just recording and paying bills. 

Job Responsibilities:

• Reconcile inventory vendor invoices and item receipts, addressing discrepancies such as rates, shortages, overages, and damages. 

• Ensure vendor credits are entered and properly classified within accounting software for inventory vendors. 

• Perform monthly reconciliation of shipping accounts. 

• Responsible for timeliness action items needed to reconcile item receipts.  

• Maintain pertinent vendor data within accounting software. 

• Provide a high-level overview of the total fees incurred for the month, any significant trends, and a summary of key findings. 

• Support Disbursements Supervisor to ensure timeliness and accuracy of outgoing disbursements. 

• Prepare and publish timely, accurate monthly supporting financial schedules. 

• Additional Disbursement duties as necessary. 

Additional Disbursements Associate Responsibilities Include:

 Maintaining Strong Vendor Relationships: 

• Timely payments are crucial for building and maintaining trust with suppliers 

• Issues with vendors need to be actioned as soon as identified, seeking stakeholder support if necessary. 

• Late payments can damage relationships, potentially leading to supply shortages or unfavorable contract terms. Invoices open past terms on the AP Aging need to be actioned weekly to ensure timely payment for all invoices. 

• Efficient AP processes demonstrate reliability and professionalism, fostering trusting long-term partnerships.   

• Return Program Terms will vary and may cover specific return windows, restocking fees, or requirements for how credits are to be processed.  

Optimizing Cash Flow: 

• AP management allows GOVX to schedule payments strategically, ensuring sufficient cash on hand for daily operations and unexpected opportunities.  

• By leveraging payment terms, GOVX can manage cash outflows in line with inflows, avoiding cash shortages.  

• Effective AP processes help GOVX optimize working capital and maintain a healthy financial position. Credits should be reconciled and taken with invoices they relate to.  Aged credits should be addressed within each pay cycle and should be documented as additional stakeholder support needed to collect against them. 

Ensuring Accurate Financial Records: 

• AP management involves accurately tracking what is owed to suppliers and ensuring proper documentation.  Statements for vendor accounts should be reconciled monthly, including credits due to GOVX. 

• Accurate AP postings support the accuracy of the company's balance sheet and financial statements.  AP postings need to align with GL accounts budgeted for. 

• Accurate financial records are essential for informed decision-making and compliance.  

• Assist with Outbound and Reverse Logistics shipping partners reconciliations booked timely and accurately at the PO level. 

Reducing Costs: 

• Efficient AP processes can help identify and eliminate errors, prevent overpayments, or duplicate payments.  

• By leveraging early payment discounts, GOVX can save money on their purchases.  

• Automation in AP including stakeholder credit card charges can reduce manual effort and associated costs.  

Preventing Fraud and Errors: 

• A well-managed AP process includes controls and checks to prevent fraudulent activities. 

• By implementing proper authorization and approval workflows, GOVX can minimize the risk of errors and fraudulent transactions.  

Specific Areas of Ownership: 

• Work with Procurement and Receiving teams by actioning out Issue Tracker and Inbound Visibility Tracker.  

• Responsible for adding warehouse notes and tracking to fields on invoices in NetSuite. 

• Effective vendor outreach for shortages and damages with clear and concise communication to facilitate a prompt resolution. 

• Provide a monthly analysis of additional fees (handling, UPS additional fees, etc) 

• For orders with excessive fees, provide a detailed report including the order ID, vendor name, product details, actual fee charged, and the reason for the high fee. 

Requirements

Required Qualifications 

• 2+ years’ experience in related field. 

• Experience with general ledger functions and the month-end/year end close process. 

• Proficient in Microsoft Excel, with the ability to utilize intermediate to advanced features and functions. 

• Demonstrated ability to query and review financial reports within accounting platforms. 

• Easygoing and positive attitude; collaborative, team player. 

Travel 

Travel would be for specific, infrequent purposes, such as company-wide events, corporate meetings, or specialized training that is not offered while working onsite. 

Working Conditions and Required Equipment: 

This position requires on-site attendance in La Vergne, Tennessee, for eight hours each workday beginning at 8:30 a.m. local time. 

Physical/Mental Demands: 

The job is primarily sedentary, but it includes some light physical activity such as lifting files, opening cabinets, and bending or standing. The mental demands are significant, requiring strong problem-solving, decision-making, and data interpretation skills. 

Other Duties 

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

Benefits

• Paid Vacation, Paid Sick Leave, Paid Holidays
• Medical, Dental, Vision, and Life Insurance
• Flexible Spending Account (FSA), Health Savings Account (HSA)
• Voluntary benefits including Critical Illness, Group Accident, and Voluntary Life
• 401(k) plan with discretionary match available
• Employee Referral Program
• Collaborative work environment in a modern office, stocked with drinks and snacks.
• Lunch provided in office one day per week.
• Discounts on the GOVX website

Pay Range
$25.00 - $27.00/per hour

AAP/EEO Statement
EOE/Veterans/Disabled

The position will require the successful completion of a background check and drug testing before starting employment.

About GOVX, Inc.

Savings for Those Who Serve

GOVX was founded in 2011 to offer exclusive benefits to those who serve our country. The GOVX membership is comprised of current and former members of the American military, law enforcement, firefighting, medical services, and government personnel. We are dedicated to supporting these communities and to offering unique value to our members, while delivering an authentic platform for brands to reach our growing customer base. As the largest and fastest growing digital platform serving this deserving audience, we are committed to stretching the limits of ecommerce to deliver the best assortment for our members’ on-duty and off-duty needs.