Role Title: Mailing Data and Variable Print Specialist
Department: Operations / Mailing Services
Reports To: Operations Technology Manager or Mailing Services Manager
Role Summary:
The Mailing Data & Variable Print Specialist prepares customer data for accurate, compliant, and timely direct mail production. The position validates and transforms mailing lists, produces postal documentation, prepares variable-data output, and coordinates with customer service, prepress, production, mailing, and shipping. This role protects data integrity and provides the final quality-control link between customer files and production release.
Essential Responsibilities:
- Receive, review, format, and prepare customer data files; document file specifications, record counts, transformations, deduplication, suppression, and segmentation.
- Process mailing lists using BCC Mail Manager or comparable commercial mailing software, including current CASS-certified address matching, NCOALink processing, presorting, and Move Update support.
- Prepare postage estimates, postal statements, qualification reports, and electronic mailing documentation; support PostalOne!, Business Customer Gateway, MID/CRID, and Mailer Scorecard activity as assigned.
- Prepare variable-data print files by mapping customer data to approved templates and generating production-ready output for digital press, inkjet, or inserting workflows.
- Create and inspect proofs, seed records, addresses, Intelligent Mail barcodes, version logic, and conditional content before releasing files to production.
- Reconcile input records, output records, piece counts, versions, and postage; resolve or clearly escalate discrepancies before production begins.
- Coordinate with customer service, prepress, print production, mailing, and shipping to confirm job specifications, mailing panels, postal deadlines, approvals, and production readiness.
- Maintain organized job records, processing notes, postal documentation, approvals, and issue resolutions while following secure file-transfer, access, retention, and deletion practices.
- Monitor recurring issues and help improve documented workflows, quality checks, and production efficiency.
- Additional duties as assigned
Required Qualifications:
- Two or more years of directly relevant experience in mailing-data processing, direct mail, variable-data print, mailing services, or print-production data workflows.
- Strong Microsoft Excel skills, including formulas, lookups, text manipulation, sorting/filtering, delimited files, and record-count reconciliation.
- Experience with postal presort or address-quality software; BCC Mail Manager experience is strongly preferred.
- Working knowledge of USPS commercial-mail requirements, CASS, NCOALink, Move Update, addressing standards, mail piece requirements, presort concepts, and postal documentation.
- Ability to read job tickets and customer instructions, identify inconsistencies, and manage multiple time-sensitive jobs without sacrificing accuracy.
- Demonstrated judgment with confidential customer data and the ability to follow documented security and quality-control procedures.
- Clear written and verbal communication and the ability to collaborate across departments in a deadline-driven production environment.
- Soft Skills: Strong attention to detail, analytical thinking, organization, communication, problem-solving, and ability to manage multiple deadlines in a fast-paced production environment.
- Other: Ability to handle confidential customer data responsibly, collaborate across departments, adapt to changing production priorities, and work occasional overtime as workload requires.
- High school diploma or equivalent; comparable specialized training or directly relevant experience will be considered.
Preferred Qualifications
- Hands-on experience with BCC Mail Manager, AccuZIP, or similar software; PostalOne!, Business Customer Gateway, Mail.dat/Mail.xml, or USPS Mailer Scorecard.
- Experience with Adobe Acrobat, InDesign, FusionPro, XMPie, Quadient, or another variable-data composition platform.
- Experience with Microsoft Access, SQL, database tools, scripting, or repeatable data-transformation workflows.
- Experience supporting high-volume, regulated, or time-sensitive customer communications.
What Success Looks Like
- Jobs are released accurately, on time, and with complete documentation.
- Record counts, versions, barcodes, and postage reconcile before production.
- Postal and production exceptions are identified early and communicated clearly.
- Customer data is handled securely throughout its lifecycle.
Physical Requirements:
- Primarily performs work in an office and production-support environment, using a computer for extended periods.
- Must be able to sit, stand, walk, bend, reach, and move throughout the work area as needed.
- Must be able to use hands and fingers for keyboarding, mouse use, file handling, and other repetitive data-entry tasks.
- Must be able to read printed and digital job information, proofs, addresses, barcodes, and production documentation with accuracy.
- Must be able to communicate clearly with team members, vendors, and internal departments in person, by phone, and through written communication.
- May occasionally lift, carry, push, or pull boxes, trays, or job materials weighing up to 25 pounds.
