Design and Production Specialist
7 days ago
Louisville
Job Description Job Summary: The Design & Production Specialist supports internal departments and external customers by completing basic design work and producing printed and mailed materials. This role is responsible for operating mailroom and production equipment, preparing mailings in compliance with USPS regulations, and ensuring accuracy, efficiency, and timely completion of all print and fulfillment requests. The position also supports inventory management, customer communication, and operational consistency across mailroom functions. Key Responsibilities: Design & Print Production: • Complete basic design and layout work for internal and customer-facing print materials, including flyers, letters, forms, notices, postcards, booklets, business cards, and mail merges., • Print materials using Fiery software and related production systems., • Address and print directly on mail pieces using the AS-850 inkjet system through Bulk Mailer software., • Produce envelopes and specialty mailings using Mach 6 and other applicable equipment., • Operate and maintain mailroom and production equipment, including high-volume printers/copiers, folder/inserter machines, mail meters, and postage equipment., • Prepare mailings for distribution, including folding, inserting, labeling, metering, bundling, and packaging., • Enter and manage mailing data in Bulk Mailer systems., • Track and document all mail and fulfillment jobs using Excel spreadsheets., • Ensure projects are completed accurately and within requested timelines. USPS Compliance & Postage Management: • Maintain working knowledge of USPS rules, regulations, and postage rates., • Look up and manage customer mailing credentials, including MIDs, CRIDs, nonprofit authorizations, permit numbers, and postage accounts., • Communicate with the post office to verify account status and ensure sufficient funds are available for postage., • Deliver mailings and packages to the post office as required., • Monitor and maintain inventory levels for paper, ink, toner, postage, labels, rubber bands, poly bags, binding materials, trays, sleeves, sacks, and other mailroom supplies., • Order and purchase supplies needed for mail and fulfillment jobs., • Track inventory of all mailing, fulfillment, and production materials onsite., • Receive, inspect, and organize deliveries from vendors, suppliers, customers, and the post office., • Pick up and drop off mail materials to customers, vendors, and postal facilities as needed., • Manage customer communication via phone and email regarding job details, timelines, and requirements., • Calculate, prepare, and provide quotes for mail and fulfillment requests., • Send invoices and ensure timely follow-up with customers., • Coordinate deliveries and pickups when personally unavailable to ensure continuity of service., • Provide after-hours customer support when necessary to maintain service standards. Training, Support & Operations: • Train staff and participants on mailroom rules, job assembly, equipment operation, and USPS regulations., • Provide ongoing education to support efficiency, accuracy, and operational consistency., • Perform routine equipment checks and report malfunctions or maintenance needs., • Maintain a clean, organized, and efficient mailroom workspace., • Follow established procedures for confidentiality, data protection, and secure handling of materials., • Support department efficiency, accuracy, and production readiness for upcoming projects. Qualifications & Skills: • High school diploma or equivalent required., • Previous experience in a mailroom, print shop, production, or fulfillment environment preferred., • Basic design experience and familiarity with standard design and print software preferred., • Proficiency in Microsoft Excel, including data sorting, formulas, shortcuts, and list manipulation., • Ability to operate and troubleshoot production and mailing equipment., • Strong organizational skills and attention to detail., • Ability to manage multiple tasks and meet deadlines in a fast-paced environment., • Strong communication, customer service, and problem-solving skills. Physical Requirements: • Ability to stand for extended periods., • Ability to lift and move materials weighing approximately 25–40 pounds (or up to 50 pounds, if applicable)., • Ability to perform repetitive tasks related to printing, assembly, and mail preparation. Company DescriptionSince 1992 Harbor House of Louisville has provided day services to adults with intellectual disabilities, giving them opportunities to build social, emotional, and cognitive skills through participation in employment, performing arts, health and wellness, and visual arts. Now Harbor House is expanding to bring these same outstanding day services to children and seniors of all abilities—meaning with and without disabilities—on an intergenerational model where all three groups will engage daily in meaningful opportunities aimed at improving their lives. What does that mean? It means that children, adults, and seniors of all abilities will read, sing, dance, paint, draw, and even exercise together. We moved into our new 36,000-square-foot Intergenerational Life Center in October 2023, and are now weaving children and seniors into our family, beginning with before- and after-school programs and seniors in 2024, and 105 children of all abilities, ages 6 weeks to 5 years, when our previous 8,000-square-foot building is renovated into a Child Enrichment Center by spring 2025. Harbor House. Weaving a tapestry of love, hope, and empowerment.Since 1992 Harbor House of Louisville has provided day services to adults with intellectual disabilities, giving them opportunities to build social, emotional, and cognitive skills through participation in employment, performing arts, health and wellness, and visual arts. \r\n\r\nNow Harbor House is expanding to bring these same outstanding day services to children and seniors of all abilities—meaning with and without disabilities—on an intergenerational model where all three groups will engage daily in meaningful opportunities aimed at improving their lives. What does that mean? It means that children, adults, and seniors of all abilities will read, sing, dance, paint, draw, and even exercise together. \r\n\r\nWe moved into our new 36,000-square-foot Intergenerational Life Center in October 2023, and are now weaving children and seniors into our family, beginning with before- and after-school programs and seniors in 2024, and 105 children of all abilities, ages 6 weeks to 5 years, when our previous 8,000-square-foot building is renovated into a Child Enrichment Center by spring 2025.\r\n\r\nHarbor House. Weaving a tapestry of love, hope, and empowerment.