Service Operations Distribution Specialist

Position Summary The Service Operations Distribution Specialist is responsible for delivering exceptional service in a high-volume payroll provider environment by ensuring accurate, timely, and secure distribution of payroll materials. This role plays a key part in supporting client satisfaction by managing the end-to-end printing, packaging, and preparation of payrolls for the organization’s entire client base. The Specialist ensures all distribution tasks meet quality standards, adhere to strict timelines, and align with company procedures and compliance requirements

Essential Duties and Responsibilities

Assemble and prepare payroll packages according to client numbers, ensuring all required materials— such as registers, departmental reports, worksheets, liability reports, checks, vouchers, and miscellaneous documents—are accurately included and meet quality and production timeline standards.

Operate a variety of office and production equipment, including mailing systems, shipping PCs, printers, sealers, and related machinery to ensure timely processing of payroll and client packages.

Inspect printed payroll checks, performing quality checks, sorting, and packaging as required for secure pickup or delivery.

Coordinate and complete daily posting of mail and overnight shipping labels, ensuring adherence to distribution schedules.

Accurately complete package confirmations, logs, and checklists to maintain precise tracking, security, and visibility of all package movement and location throughout the workflow.

Follow all security, confidentiality, and audit protocols to protect sensitive client and payroll information in accordance with company policies.

Identify, document, and escalate discrepancies or issues to appropriate personnel to ensure no output is missing, incorrect, or delayed.

Stage and replenish packaging supplies to maintain continuous production readiness and support workflow efficiency.

Load and unload paper stock and related materials to support optimal functioning of printers and production equipment.

Execute daily processing and printing tasks across multiple platforms, ensuring accuracy and timeliness of all printed output

Coordinate and monitor computer processing jobs, verifying successful completion and promptly addressing any interruptions or errors.

Regular, on-site attendance is an essential job function due to the need for secure access to systems, collaboration on sensitive technical matters, participation in operational meetings, and hands-on involvement in activities that cannot be performed remotely without compromising security, efficiency, or effectiveness

Marginal Functions

Build, maintain and promote relationships with team members, peers across disciplines, and all other company team members ensuring effective coordination of communications and services affecting clients.

Provide light administrative support, such as filing digital documents, maintaining shared drives, and archiving vendor or training records.

Help maintain cleanliness and organization of the production and storage areas.

Attend webinars and training to stay up to date on best practices related to the company and department.

Complete projects and other duties as assigned by supervisor

Knowledge, Skills, and Abilities

Excellent communication and interpersonal skills, with the ability to collaborate effectively across teams and build positive working relationships.

Strong time‑management skills, with the ability to prioritize effectively in a fast‑paced environment.

Flexibility to perform a variety of assignments within the print room, including operating different equipment, running varied production jobs, and learning new machinery or processes as needed.

Strong ability to collaborate effectively with internal departments to support seamless operations and workflow coordination.

Strong work ethic and commitment to teamwork, contributing positively to a collaborative and supportive work environment.

Sound decision making abilities, including evaluating complex information and determining appropriate actions.

Familiarity with FedEx, UPS, and other courier services.

High level of professionalism, reliability, and enthusiasm, contributing to a positive workplace culture.

Exceptional attention to detail, including the ability to thoroughly review printed documents and ensure they meet quality and accuracy standards.

Education & Experience

High School Diploma preferred or equivalent combination of experience, skills, education (including other relevant non-traditional degree programs, or job training programs) required.

1+ years of experience with cloud-based printing solutions preferred.

1+ years of experience with administrative and clerical procedures.

Experience in Microsoft Office software (Outlook, Teams, Excel, PowerPoint) and demonstrated ability to learn other applications as needed

Physical, Mental, & Communication Demands

Physical Demands:

Sedentary Work: May involves sitting for extended periods, often at a desk or computer.

Manual Dexterity: Frequent use of hands and fingers to operate a computer keyboard, mouse, printer, sealer, mail machines, and other office equipment.

Mobility: Ability to stand, walk, and move between workstations for extended periods. Occasional bending, reaching, and repetitive motions associated with packaging and equipment operation.

Visual Acuity: Ability to inspect printed payroll checks and documents for accuracy and quality standards on a computer screen (or to read and analyze data with reasonable accommodation) and in printed materials.

Lifting & Carrying: Frequent lifting, carrying, and loading of paper stock and packaging materials (typically up to 30 lbs).

Mental Demands:

Sustained Attention: Requires continuous focus to accurately assemble, inspect, and verify payroll packages and printed materials to ensure completeness, accuracy, and compliance with strict timelines.

Attention to Detail: Performs precise quality checks on payroll checks, reports, and documentation to identify errors, discrepancies, or missing materials.

Process Monitoring: Monitors computer processing jobs, printing workflows, and equipment operation to confirm successful completion and quickly identify interruptions or issues.

Problem-Solving: Identifies, documents, and escalates production or distribution issues to prevent delays, incorrect output, or security risks.

Time Sensitivity: Maintains productivity and accuracy while working in a high-volume, deadline-driven payroll production environment.

Task Sequencing & Multitasking: Manages multiple production and distribution steps simultaneously while following established procedures and security protocols

Communication Demands:

Verbal Communication: Communicates clearly with supervisors and team members to report issues, confirm priorities, and support coordinated workflow during payroll processing.

Written Communication: Accurately completes logs, checklists, confirmations, and documentation required for tracking, audit, and security purposes.

Operational Coordination: Shares timely updates regarding production status, discrepancies, or equipment issues to support uninterrupted payroll distribution.

Professional Interaction: Maintains clear, respectful, and effective communication while working closely with team members in a production-focused environment.

Environmental Conditions

This position is performed in a professional office environment and requires regular use of computers and standard office equipment. The work setting is climate-controlled with typical office lighting and low to moderate noise levels. The role involves extended periods of screen time, in-person collaboration and meetings, and minimal exposure to physical hazards

This position is eligible for the following benefits:

Health Insurance: Medical, dental, and vision coverage

Retirement Plan: 401(k) with company match

Paid Time Off: PTO, Holidays, Parental leave and Sick Leave provided as required by applicable state law

Other Benefits: Life insurance, short term disability, long term disability, employee assistance program (EAP), flexible spending account (FSA), health savings account (HSA), Identity theft protection, critical illness, accident, cancer, hospital protection, legal and pet insurance.

Additional Compensation: [e.g., signing bonus, commission structure] if applicable

 

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