Service Operations Distribution Specialist

• Company: Vensure Employer Solutions is the largest privately held organization in the HR technology and service sector, providing HR/HCM technology, managed services, and global business process outsourcing (BPO). The company and its service providers collectively serve over 95,000 businesses and process over $135B in annual payroll. Headquartered in Chandler, Arizona, Vensure operates as a "One Employer Solution" and helps businesses streamline and grow operations with custom strategies that benefit employers and employees. Visit www.vensure.com.
• Position: Service Operations Distribution Specialist — Responsible for delivering exceptional service in a high-volume payroll provider environment by ensuring accurate, timely, and secure distribution of payroll materials. This role manages end-to-end printing, packaging, and preparation of payrolls for the organization’s client base, ensuring quality, timelines, procedures, and compliance.
• Essential duties and responsibilities:
• Assemble and prepare payroll packages by client number, ensuring required materials (registers, departmental reports, worksheets, liability reports, checks, vouchers, miscellaneous documents) are included and meet quality and production timeline standards.
• Operate office and production equipment (mailing systems, shipping PCs, printers, sealers, and related machinery) to ensure timely processing of payroll and client packages.
• Inspect printed payroll checks, perform quality checks, sort, and package for secure pickup or delivery.
• Coordinate and complete daily posting of mail and overnight shipping labels to meet distribution schedules.
• Accurately complete package confirmations, logs, and checklists to track security and location of all package movement.
• Follow security, confidentiality, and audit protocols to protect sensitive client and payroll information per company policies.
• Identify, document, and escalate discrepancies or issues to appropriate personnel to prevent missing, incorrect, or delayed output.
• Stage and replenish packaging supplies to maintain continuous production readiness.
• Load and unload paper stock and related materials to support printers and production equipment.
• Execute daily processing and printing tasks across multiple platforms, ensuring accuracy and timeliness of outputs.
• Coordinate and monitor computer processing jobs, verify successful completion, and address interruptions or errors promptly.
• Maintain regular, on-site attendance as an essential function due to secure system access, collaboration on sensitive matters, operational meetings, and hands-on activities.
• Marginal functions:
• Build and maintain relationships with team members and peers to ensure effective coordination of communications and services.
• Provide light administrative support (filing digital documents, maintaining shared drives, archiving vendor or training records).
• Help maintain cleanliness and organization of production and storage areas.
• Attend webinars and training to stay current on company and department best practices.
• Complete projects and other duties as assigned by supervisor.
• Knowledge, skills, and abilities:
• Excellent communication and interpersonal skills; ability to collaborate across teams and build positive working relationships.
• Strong time management and prioritization skills in a fast-paced environment.
• Flexibility to perform various print-room assignments, operate different equipment, run varied production jobs, and learn new machinery or processes.
• Ability to collaborate with internal departments to support seamless operations and workflow coordination.
• Strong work ethic, teamwork orientation, professionalism, reliability, and enthusiasm.
• Sound decision-making skills to evaluate complex information and determine appropriate actions.
• Working knowledge of shipping and logistics vendors (FedEx, UPS, other couriers) to coordinate shipments, evaluate service levels, manage vendor relationships, and identify cost-saving opportunities.
• Exceptional attention to detail for reviewing printed documents and ensuring quality and accuracy standards.
• Education & experience:
• High school diploma preferred; equivalent combination of experience, skills, and education (including relevant non-traditional degree programs or job training) required.
• One (1) or more years of experience with cloud-based printing solutions preferred.
• One (1) or more years of experience with administrative and clerical procedures.
• Experience with Microsoft Office (Outlook, Teams, Excel, PowerPoint) and ability to learn other applications as needed.
• Physical, mental, & communication demands:
• Physical demands: Primarily sedentary work (sitting for extended periods); frequent use of hands/fingers for keyboard, mouse, and office equipment; occasional walking in the office; visual acuity to read/analyze computer and printed data; minimal lifting but may involve handling documents and light office supplies.
• Mental demands: Sustained attention to accurately assemble, inspect, and verify payroll packages; attention to detail for quality checks; monitoring of computer processing jobs and equipment operation; problem-solving to identify, document, and escalate issues; ability to maintain productivity and accuracy under strict deadlines; task sequencing and multitasking across production and distribution steps.
• Communication demands: Clear verbal communication with supervisors and team members; accurate written completion of logs, checklists, and confirmations for tracking and audit; timely operational coordination and status updates; professional, respectful interaction with team members; cultural sensitivity when communicating with individuals from diverse backgrounds; strict confidentiality handling sensitive payroll, employee, client, acquisition, and business information.
• Environmental conditions: Performed in a professional office environment with regular use of computers and standard office equipment; climate-controlled setting with typical office lighting and moderate noise; extended screen time, in-person collaboration and meetings; minimal exposure to physical hazards.
• Disclaimer: This job description is not exhaustive and does not imply the only duties to be performed. Employees must follow job-related instructions and perform duties requested by management. Management may revise this description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform essential functions. This document does not create an employment contract beyond an "at-will" employment relationship.

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