Compliance Specialist - Military veterans preferred

Compliance Specialist

The Compliance Specialist role is based in Rochester, NY, with a mandatory two-week training program in Liverpool, NY. Travel and/or lodging arrangements will be coordinated, and compensation for travel-related expenses will be determined at the time of hire.

This is an excellent opportunity to build a long-term career in a stable and growing organization that values integrity, accuracy, and excellent service. You’ll join a supportive team environment where your contribution makes a direct impact.

Department: Compliance
Reports to: Compliance Administrator
Location: Rochester
Full-Time: A typical work schedule is standard business hours, 8:30 a.m.– 5:00 p.m., with the flexibility to handle escalations or support during peak times or special projects.
Pay Schedule: Weekly
Non-Exempt: Compensation starts at $20 - $25 an hour, depending on experience.

We’re looking for someone who thrives in a professional office setting and takes pride in being our company's first point of contact. This role is ideal for someone who enjoys organization and structure, and being part of a team is crucial in ensuring quality and compliance.

Benefits: Begin the first day after the first two full months of employment

 ****The salary range reflects the anticipated compensation for the role and may vary based on several factors, including experience, education, specific skill sets, tenure, and overall fit. We value each person’s contributions and understand that every role has unique requirements that influence compensation; however, different roles may require different expertise and qualifications, which can affect compensation. While we strive to maintain fairness and consistency across the organization, differences in responsibilities, qualifications, and market conditions may result in varied compensation levels. Our goal is to ensure that compensation remains equitable, aligned with the demands of each position, and reflective of each employee’s unique value.

 Position Summary

The Compliance Specialist role is unique in its combination of responsibilities, which is key in ensuring smooth vendor onboarding, visitor management, and compliance-related administrative functions. This position is responsible for auditing documentation, maintaining the SPLAN system, handling inbound calls, managing outgoing shipments, and supporting general compliance operations.

 You’ll be the face of our Syracuse location—greeting visitors, helping vendors get started, and ensuring everything is in order behind the scenes. This role could be a great fit if you love keeping things organized and ensuring no detail gets missed.

 We offer a welcoming, team-oriented culture, ongoing training, and opportunities for advancement into compliance, operations, or administrative leadership roles.

The ideal candidate is detail-oriented, organized, and capable of handling multiple responsibilities in a fast-paced environment.

Essential Functions

 The essential functions include, but are not limited to, the following:

•    Facilitate and oversee vendor onboarding, ensuring all required compliance documentation is completed and accurate.

•    Manage visitor check-ins, verify credentials, and ensure compliance with security protocols.

•    Conduct audits of compliance-related paperwork and maintain accurate records.

•    Manage the SPLAN system to track and manage compliance processes.

•    Answer main phone lines and direct inquiries appropriately.

•    Coordinate and send out packages, ensuring timely and accurate deliveries.

•    Provide administrative support to the compliance team as needed.

 Additional Responsibilities

Employees may be required to perform duties outside their primary responsibilities or assigned department, as reasonably requested by management. These duties may occasionally occur outside regular working hours, provided they align with applicable labor laws.

 Physical Demands

 The physical demands described here represent those that an employee must meet to perform the essential functions of this position successfully.

•    Prolonged periods of sitting at a desk and working on a computer, with occasional standing and walking required for guest check-ins and vendor coordination.

•    Must be able to lift and carry packages or files up to 25 pounds.

•    Frequent use of hands and fingers for typing, data entry, and handling documents.

•    Occasional walking to escort visitors, retrieve packages, or access filing/storage areas.

•    Must be able to read printed and digital documents and communicate effectively via phone and in person.

•    Handling small office tools, paperwork, and electronic devices with precision.

•    May be exposed to varying temperatures, noise, dust, and chemicals.

 Minimum Qualifications

•    Prior experience in compliance, administrative support, or vendor management preferred.

•    Strong organizational skills with the ability to multitask and meet deadlines.

•    Excellent communication and customer service skills.

•    Proficiency in Microsoft Office Suite and compliance tracking systems. (SharePoint Excel)

•     Strong proficiency in Microsoft Outlook for email communication, scheduling, and task management

•    Attention to detail and ability to maintain confidentiality.

Note

This job description in no way states or implies that these are the only duties to be performed by this position's employee(s). Employees will be required to follow any other job-related instructions and perform any other job-related duties requested by anyone authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements. They are subject to possible modification to accommodate individuals with disabilities reasonably.

Why Work With Us

At Immediate Mailing Services, Inc., we are committed to supporting your growth. We offer a team environment that values dedication and collaboration, with structured onboarding and the opportunity to learn from experienced professionals. This position is a great way to get your foot in the door with a company that promotes from within.

Immediate Mailing Services, Inc. is not just an equal opportunity employer but a company that deeply respects and appreciates the unique qualities of each individual. We prohibit discrimination and harassment and provide equal employment opportunities to all individuals including protected veterans and individuals with disabilities, or any other characteristic protected under federal, state, or local law. This includes providing reasonable accommodations for qualified individuals with disabilities and protected veterans in accordance with the Americans with Disabilities Act (ADA), the Rehabilitation Act, and applicable state laws.

At Immediate Mailing Services, Inc., we are deeply committed to fostering a diverse and inclusive workplace. We not only welcome employees and customers from all backgrounds but also encourage them to bring their authentic, original, and best selves to work. In turn, we expect our employees to embrace and uphold these values, making everyone feel included and valued.

Immediate Mailing Services, Inc. is a drug-free workplace. All our employment decisions are made based on qualifications, merits, and business needs, ensuring a safe and secure environment for all our employees in compliance with all applicable laws and regulations.