Service Operations Distribution Specialist - TX, On Site

Service Operations Distribution Specialist

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Vensure Employer Solutions is the largest privately held organization in the HR technology and service sector, providing a comprehensive portfolio of solutions, including 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. As a "One Employer Solution" headquartered in Chandler, Arizona, Vensure helps thousands of businesses streamline and grow their operations with custom strategies that benefit both employers and employees.

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 materialssuch as registers, departmental reports, worksheets, liability reports, checks, vouchers, and miscellaneous documentsare 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 outputs.
• 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.

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.
• Working knowledge of shipping and logistics vendors, including FedEx, UPS, and other courier services, with the ability to coordinate shipments, evaluate service levels, manage vendor relationships, and identify cost-saving opportunities.
• 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.
• 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 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: Primarily 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, and other office equipment.

• Mobility: Occasionally walking or traversing throughout the office to meet with leaders and other employees.
• Visual Acuity: Ability to read and analyze data on a computer screen (or to read and analyze data with reasonable accommodation) and in printed materials.
• Lifting & Carrying: Minimal physical lifting required, but may involve handling documents, and lifting light office supplies.

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.
• Cultural Sensitivity: Communicate with individuals from diverse cultural backgrounds, demonstrating cultural awareness and sensitivity.
• Confidentiality: Regularly handles and communicates sensitive payroll, employee, client, acquisition, and business information, requiring the ability to maintain strict confidentiality, exercise sound judgment, and ensure compliance with company policies and applicable privacy requirements.

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 moderate noise levels. The role involves extended periods of screen time, in?person collaboration and meetings, and minimal exposure to physical hazards

Disclaimer This job description in no way states or implies that these are the only duties to be performed by the employee filling this position. Employee will be required to follow any other job-related instructions and to perform any other job-related duties requested by management. Management has the right to add to, revise, or delete information in this job description. Reasonable accommodation will be made to enable qualified individuals with disabilities to perform the essential functions of this position. This document does not create an employment contract, implied or otherwise, other than an