Mail Specialist

What You'll Do

The Mail Specialist manages physical mail workflows that support tax compliance, business registrations, exemption certificates, and jurisdictional filings. In this role, you will help Avalara meet crucial filing deadlines, protect sensitive customer documents, and reduce compliance risk for customers and internal teams. You will be the vital link supporting teams that rely on physical document handling when electronic submission is not accepted by a jurisdiction.

By managing these workflows internally, you will improve document security, reduce external vendor dependency, support timely filings, and protect our customers from penalties or other compliance consequences.

• Manage inbound and outbound physical mail workflows, including document intake, scanning, routing, mailing, delivery tracking, and exception follow-up.
• Accurately categorize inbound mail by team, task type, and tax process, ensuring scanned documents are routed to the correct system or stakeholder within defined service expectations.
• Complete outbound mailings with the correct recipient, contents, postage, and delivery method.
• Communicate with government jurisdictions, including Departments of Revenue, to resolve mail-related or filing issues.
• Maintain complete and organized tracking records for all mailings, filings, confirmations, and exceptions.
• Complete approved mail pickup, delivery, and document handling steps when required by business processes and permitted by company policy.
• Ensure compliance with established workflows, confidentiality standards, and data integrity requirements.
• Maintain process documentation and records that support accurate, repeatable mail workflows.
• Leverage approved AI, mailroom, and document intelligence tools to improve the speed and quality of document review, routing, summarization, and issue identification while rigorously protecting customer data.
• Actively identify repetitive manual tasks in tracking, filing, and documentation that can be automated or scaled through AI-enabled workflows.
• Leave every process or system stronger than you found it by simplifying complexity and maintaining high standards of execution.

• 1+ year of experience in mailroom operations, administrative support, document processing, compliance operations, or a related field.
• High school diploma or equivalent.
• Notary certification, or the ability to become a notary.
• Strong organizational skills, attention to detail, and the ability to shift priorities across multiple document and compliance workflows.
• Professional written and verbal communication skills for handling internal and external jurisdictional correspondence.
• Proficiency with Microsoft Outlook, basic Microsoft Office tools, and third-party systems used to process and track physical documents.
• Demonstrated ability to elevate team performance by taking ownership, utilizing data to make decisions, and adopting new technologies.
• Proven capability to apply AI securely and ethically to drive measurable improvements in efficiency, insight, or risk reduction.

AI is embedded in our workflows, decision-making, and products. Success here requires embracing AI as an essential capability.

• You’ll bring experience using AI and AI-related technologies, ready to thrive here.
• You’ll apply AI every day to business challenges - improving efficiency, contributing solutions, and driving results for your team, our company, and our customers.
• You’ll grow with AI by staying curious about new trends and best practices, and by sharing what you learn so others can benefit too.

Total Rewards

In addition to a great compensation package, paid time off, and paid parental…