job title:Data Processing & Variable Data Specialist
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Data Processing & Variable Data Specialist
Position Summary
The Data Processing & Variable Data Specialist is responsible for preparing, cleansing, formatting, and processing customer data for variable data printing (VDP) and direct mail production. This position ensures data accuracy, postal compliance, and seamless integration between customer databases and print production workflows. The specialist works closely with sales, customer service, prepress, and production teams to deliver high-quality personalized print and mail projects on schedule.
Essential Duties and Responsibilities
● Import, validate, cleanse, and manipulate customer databases for print and direct mail campaigns.
● Process variable data files for personalized letters, postcards, statements, envelopes, and other marketing materials.
● Create and manage variable data templates using industry-standard software.
● Perform data deduplication, CASS certification, NCOA processing, and postal presort to maximize mailing accuracy and postal discounts.
● Verify data integrity and perform quality assurance checks before production.
● Merge customer databases with print-ready artwork to generate accurate variable print files.
● Troubleshoot data formatting, merge logic, and production issues.
● Prepare production files compatible with digital presses and mailing equipment.
● Maintain secure handling of confidential customer information and comply with data privacy standards.
● Coordinate with customers and internal departments regarding file specifications and data requirements.
● Document processing procedures and maintain organized project records.
● Meet production deadlines while maintaining high standards for accuracy and quality.
● Assist with workflow improvements and automation initiatives.
Qualifications
● High school diploma or equivalent required; associate degree or bachelor’s degree in Information Technology, Graphic Communications, Computer Science, or related field preferred.
● Minimum 2 years of experience in commercial printing, direct mail, data processing, or variable data printing preferred.
● Strong understanding of database structures and file formats including CSV, Excel, TXT, and XML.
● Experience with variable data software such as XMPie, FusionPro, PrintShop Mail, or similar platforms.
● Knowledge of USPS mailing regulations, CASS, NCOA, and postal presort processes preferred.
● Proficiency with Microsoft Excel, including advanced functions, filtering, sorting, and formulas.
● Experience with Adobe Acrobat and prepress workflows is a plus.
● Familiarity with digital printing technologies and production workflows.
Knowledge, Skills & Abilities
● Excellent analytical and problem-solving skills.
● Strong attention to detail with exceptional accuracy.
● Ability to manage multiple projects and priorities simultaneously.
● Effective written and verbal communication skills.
● Ability to work independently and collaboratively in a fast-paced production environment.
● Strong organizational and time-management skills.
● Commitment to maintaining confidentiality and data security.
Physical Requirements
● Ability to sit and work at a computer for extended periods.
● Occasionally lift up to 25 pounds.
● Ability to work in both office and production environments as needed.
Working Conditions
This position is primarily office-based but regularly interacts with the production floor. Occasional overtime may be required to meet customer deadlines and production schedules.
Performance Expectations
Success in this role is measured by:
● Accuracy of processed data and variable print files.
● On-time completion of projects.
● Low error and reprint rates.
● Compliance with USPS regulations and customer specifications.
● Effective collaboration with production and customer service teams.
● Continuous improvement of data processing efficiency and workflow.
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