Service Operations Distribution Specialist
About The Position
The Service Operations Distribution Specialist delivers service in a high-volume payroll provider environment by ensuring accurate, timely, and secure distribution of payroll materials. The role supports client satisfaction by managing the end-to-end printing, packaging, and preparation of payrolls for the organization’s client base. Distribution work must meet quality standards, strict timelines, company procedures, and compliance requirements. The Specialist prepares payroll packages and operates office and production equipment, including mailing systems, shipping PCs, printers, and sealers. The role also involves inspecting and packaging printed checks, coordinating mail and overnight shipments, maintaining package tracking records, following security and audit protocols, resolving or escalating discrepancies, replenishing supplies, and monitoring print and computer-processing jobs. Regular on-site attendance is essential for secure system access, collaboration, meetings, and hands-on operational work. This position is performed in a professional, climate-controlled office environment with typical office lighting and moderate noise. It involves regular computer and office-equipment use, extended screen time, in-person collaboration and meetings, and minimal exposure to physical hazards. The position requires sustained attention, careful quality checks, problem-solving, task sequencing, and clear communication while handling sensitive payroll and business information.
Requirements
- High school diploma or equivalent combination of experience, skills, and education required; a high school diploma is preferred.
- At least one year of experience with administrative and clerical procedures.
- Experience with Microsoft Office software, including Outlook, Teams, Excel, and PowerPoint, and ability to learn other applications as needed.
- Excellent communication and interpersonal skills, including effective collaboration across teams.
- Strong time-management skills and ability to prioritize in a fast-paced environment.
- Flexibility to perform varied print-room assignments, operate different equipment, and learn new machinery or processes.
- Strong teamwork and coordination skills.
- Sound decision-making abilities, including evaluating information and determining appropriate actions.
- Working knowledge of shipping and logistics vendors such as FedEx and UPS, including coordinating shipments, evaluating service levels, managing vendor relationships, and identifying cost-saving opportunities.
- Professionalism, reliability, and enthusiasm.
- Exceptional attention to detail and ability to review printed documents for quality and accuracy.
- Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive information.
- Ability to perform the stated physical, attention, and communication demands, with reasonable accommodation where applicable.
Nice To Haves
- At least one year of experience with cloud-based printing solutions.
Responsibilities
- Assemble and prepare payroll packages, ensuring all required reports, checks, vouchers, worksheets, and other materials are accurate and included.
- Operate mailing systems, shipping PCs, printers, sealers, and related production equipment.
- Inspect, quality-check, sort, and package printed payroll checks for secure pickup or delivery.
- Complete daily mail posting and prepare overnight shipping labels in accordance with distribution schedules.
- Complete package confirmations, logs, and checklists to track package movement and location.
- Follow security, confidentiality, and audit protocols to protect sensitive client and payroll information.
- Identify, document, and escalate discrepancies or issues that could result in missing, incorrect, or delayed output.
- Stage and replenish packaging supplies and load or unload paper stock and related materials.
- Perform daily processing and printing tasks across multiple platforms, ensuring accuracy and timeliness.
- Coordinate and monitor computer processing jobs, verify completion, and address interruptions or errors.
- Build and maintain effective working relationships with team members and colleagues across disciplines.
- Provide light administrative support, including filing digital documents, maintaining shared drives, and archiving vendor or training records.
- Help keep production and storage areas clean and organized.
- Attend webinars and training to stay current on relevant company and departmental practices.
- Complete projects and other duties assigned by a supervisor.
Benefits
- Medical, dental, and vision coverage
- 401(k) with company match
- Paid time off, holidays, parental leave, and sick leave as required by applicable state law
- Life insurance
- Short-term and long-term disability
- Employee assistance program
- Flexible spending account
- Health savings account
- Identity theft protection
- Critical illness, accident, cancer, and hospital protection coverage
- Legal insurance
- Pet insurance
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
