Data Reporting Specialist (Mailing)

RR Donnelley•Smyrna, TN

12h•$18 - $28•Onsite

About The Position

Mailing Specialists must be able to operate and maintain data systems and software for support of both mailing equipment and digital printing equipment. Duties include but are not limited to execution of letter shop instructions, processing client mail data, processing client variable data, providing record count estimates and purchasing mail lists, providing postage estimates and accounting for postage funds. Duties also include preparing data files for digital printing, checking client art to ensure the mailing panels meet postal regulations. Data Specialists must have a working knowledge of all current US Postal Service regulations pertaining to all classes of mail and be proficient at preparing files for addressing, sorting and labeling finishing mail. Data Specialists are also responsible for creating and/or maintaining file archives for completed jobs and documentation required by the USPS such as NCOA, etc. Work closely, providing direction and support, with the Customer, Sales, Planning and Mailing team to ensure integrity and accuracy maintained for all mailings. Responsible for data entry into various systems and/or data bases. Responsible for compiling maintaining, and verifying data and distributing information through the use of reports and queries to support operations. Would perform miscellaneous clerical tasks such as filing, mailing, and creation of folders. Responsible for training and supporting new and existing Team Members.

Requirements

Good oral and written communication skills sufficient to provide routine information, answer inquiries and/or refer calls.
Good organizational skills, attention to detail and ability to solve problems related to duties of the job.
Must be able to work weekends and holidays.
HS diploma or equivalent.
1+ years of relevant administrative/operational support in manufacturing operations or office environment directly related to the duties of the job.
Good knowledge of general/standard administrative/manufacturing operations procedures and methods.
General knowledge of technology to include computers and software programs such as MS Office or MAC word processing, spreadsheets or other programs related to the print manufacturing process or administrative support.
Working knowledge of all current US Postal Service regulations pertaining to all classes of mail.
Proficiency at preparing files for addressing, sorting and labeling finishing mail.
Computer Database knowledge utilizing BCC, USPS uploads/dashboard, FoxPro, Excel, Word, Google Sheets, Google Docs, etc.

Nice To Haves

Assist in leading the planning and implementation of the direct mail projects.
Facilitate the definition of project scope, goals and deliverables.
Plan and schedule project timelines.
Track project deliverables using appropriate tools and analyze the environment so production can align with the USPS and meet customers’ expectations.
Constantly monitor and report on progress of the project in Mail Plan and regularly scheduled meetings.
Communicate effectively with the President, General Manager, the Production Manager, the Sales Team, and the Production Team, informing and updating them regularly to guarantee that sales objectives and client objectives are met.
Light programming, such as geocoding – which isn’t really programming, but requires being competent with Access queries.
Performs job cost analysis in our mailing/bindery department and provides direction on best practices.
Assists with the implementation of any process change or enhancement in the mailing/bindery department.

Responsibilities

Operate and maintain data systems and software for support of both mailing equipment and digital printing equipment.
Execute letter shop instructions.
Process client mail data and client variable data.
Provide record count estimates and purchase mail lists.
Provide postage estimates and account for postage funds.
Prepare data files for digital printing.
Check client art to ensure mailing panels meet postal regulations.
Prepare files for addressing, sorting, and labeling finishing mail.
Create and/or maintain file archives for completed jobs and documentation required by the USPS (e.g., NCOA).
Work closely with Customer, Sales, Planning, and Mailing teams to ensure integrity and accuracy of mailings.
Enter data into various systems and/or databases.
Compile, maintain, and verify data, and distribute information through reports and queries to support operations.
Perform miscellaneous clerical tasks such as filing, mailing, and creation of folders.
Train and support new and existing Team Members.
Assist in leading the planning and implementation of direct mail projects.
Facilitate the definition of project scope, goals, and deliverables.
Plan and schedule project timelines.
Track project deliverables using appropriate tools and analyze the environment so production can align with USPS and meet customer expectations.
Monitor and report on project progress in Mail Plan and in regularly scheduled meetings.
Communicate effectively with management and teams, informing and updating them regularly to guarantee sales and client objectives are met.
Receive data files from clients, check them for validity, and format them for importing to Mail Manager.
Run data verification (CASS and NCOA), and prepare files for ink jet and/or laser imaging.
Provide postage estimates to clients and keep track of payments received.
Balance the account for BT’s permit at the Post Office.
Assist bindery and shipping with administrative tasks.
Handle mail piece design questions, check permit and non-profit status with the Post Office.
Keep up with changes in automation and addressing requirements.
Get Resident list counts and order Resident, Demographic, and specialty lists.
Perform light programming, such as geocoding, using Access queries.
Assist sales with customer questions/needs.
Conduct mailing presentations.
Perform job cost analysis in the mailing/bindery department and provide direction on best practices.
Assist with the implementation of any process change or enhancement in the mailing/bindery department.
Act as a resource for estimating.
Presort mailing data.
Standardize data for USPS uploads.
Print mailing paperwork.
Submit postal confirmations.
Update EPS for RRD.
Purchase stamps at the post office.
Work closely with the inkjet operator.