Mailing Data and Variable Print Specialist

Pro-Document-Solutions; Porterville (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Pro-Document-Solutions is seeking a Mailing Data and Variable Print Specialist to prepare customer data for direct mail production. You will validate and transform mailing lists, create postal documentation, and coordinate with customer service, prepress, production, mailing, and shipping to ensure accurate, timely releases.

The role protects data integrity, creates production-ready output for digital press, inkjet, or inserting workflows, and ensures compliance with postal and security

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.

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 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 escalate discrepancies before production begins.

Skills

Excel

Attention to detail

Time management

Communication

Education

High school diploma or equivalent

Tools

BCC Mail Manager

AccuZIP

SQL

Job description

Description

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 escalation 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.