Service Operations Distribution Specialist - AZ - On Site

Service Operations Distribution Specialist

The Service Operations Distribution Specialist is responsible for ensuring client satisfaction and providing exceptional service in a payroll provider environment. Service Operations Distribution Specialists manage the printing and packaging ofall payrolls for entire company client base.

Essential Duties and Responsibilities:

• Assembles payroll packages according to client number and prepares for delivery to clients in order to meet quality and production timeline expectations. Packages include registers, department reports, worksheets, liability reports, checks and vouchers, and miscellaneous reports.
• Operates various types of office equipment (mail and shipping PC's, printers, sealers, etc.) to ensure timely processing of payrolls or client packages.
• Inspect printed payroll checks, sort and package as required for pickup and/or delivery.
• Coordinates and performs timely daily posting of mail and overnight labels to schedules.
• Completes all package confirmations and checklists in order to maintain accurate tracking and security of package flow and location.
• Complies with all security and audit procedures as required by procedures and policy in order to protect client information. Records and escalates issues to appropriate parties to ensure that output is not missing or incorrect.
• Stages packaging supplies as necessary in order to maintain production readiness.
• Loads and unloads required paper stock to ensure printers are running at optimal performance.
• Coordinates and performs timely daily processing and printing on multiple platforms.
• Coordinates computer processing jobs and monitors processes to ensure successful completion.
• Performs other duties as assigned or apparent.

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.
• 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:

• Ability to accept and perform various assignments within the print room, including operating different equipment, managing diverse print jobs, and learning new technologies or processes as needed.
• Demonstrated ability to work effectively with internal departments to ensure smooth operations and timely payroll distribution.
• Excellent verbal and written communication skills, with the ability to tailor messages appropriately for different audiences.
• Proven ability to assess situations accurately and make appropriate decisions to resolve issues efficiently.
• Highly motivated, dependable, and able to contribute positively to a team environment while maintaining individual accountability.
• Maintains a high degree of professionalism, integrity, and a positive attitude in all interactions.
• Strong commitment to delivering exceptional service, with effective time management and organizational skills to meet deadlines.
• Ability to review printed documents thoroughly to ensure accuracy, quality, and compliance with established standards.

Education & Experience:

• High school diploma or equivalent combination of experience, skills, education (including other relevant nontraditional degree programs, certifications, or job training programs) preferred.
• Minimum of one year experience with cloud-based printing solutions is preferred.
• Minimum of one year experience with administrative and clerical procedures is preferred.
• Knowledge of HR Pyramid recommended.
• Knowledge of PrismHR recommended.
• Familiarity with FedEx, UPS, and other courier services.
• Proficiency with Microsoft Office software (Outlook, Microsoft Teams, Excel, Word, 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:

• Attention to Detail: Strong attention to detail to ensure accuracy in assembling payroll packages and verifying printed documents. High level of concentration required for compliance with security and audit procedures to protect sensitive client information.
• Problem-Solving: Ability to identify and escalate issues promptly.
• Multitasking: Manage multiple tasks and projects simultaneously, often under tight deadlines.
• Learning: Capacity to learn and adapt to new software applications and equipment quickly.
• Stress Management: Handle stressful situations calmly and effectively, especially when dealing with client concerns.

Communication Demands:

• Interpersonal Skills: Strong ability to build relationships and communicate effectively with employees, managers, clients and external vendors. Strong customer service orientation when coordinating with internal stakeholders to ensure timely and accurate payroll distribution.
• Cultural Sensitivity: Communicate with individuals from diverse cultural backgrounds, demonstrating cultural awareness and sensitivity.
• Written Communication: Prepare clear and concise documentation, including emails and notes.
• Verbal Communication: Provide clear communication skills for interacting with internal departments and escalating issues. Proactive communication to report discrepancies, confirm package details, and maintain accurate tracking

Environmental Conditions Primarily an office or print room environment with exposure to printers, mail machines and other office equipment. Moderate noise from printing and sealing machines; occasional interruptions from team communication and equipment alerts. Generally, climate controlled, though some areas near equipment may be warmer due to machine operation.

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