The Mail Specialist supports multiple departments by managing inbound and outbound paper mail tasks essential to sales and use tax compliance and business registrations.

This role ensures timely handling of exemption certificate requests, original and amended backfiling returns, business licenses, voluntary compliance service submissions, and deregistration forms. The Mail Specialist will work closely with multiple internal teams to ensure accuracy, compliance, and resolution of issues.

This position requires adaptability to different functions, a strong attention to detail, and the ability to work independently while adhering to established processes with specific deadlines.

The role is office-based in downtown Durham, 40 hours per week. Occasional overtime may be requested.

• Fulfill inbound and outbound paper mail tasks for multiple teams, ensuring accuracy and timeliness.
• Process and track exemption sales and use certificate requests.
• Prepare, file, and mail original and amended backfiling sales and use tax returns.
• Submit applications for business licenses and related registration requests.
• Handle voluntary compliance service mailings, including voluntary disclosure agreements and registration changes.
• Maintain organized tracking of mailings, filings, and confirmations.
• Communicate with Departments of Revenue (DORs) to resolve mail-related or filing issues.
• Support team with updates to process documentation and recordkeeping needs.
• Ensure compliance with established workflows, confidentiality, and data integrity standards.
• Notarize license forms and/or provide personal driver’s license as authorized agent on behalf of customers.
• Occasionally hand deliver urgent mail to FexEx locations near Durham office or other approved vendors
• Occasionally pick up mail from USPS.
• Occasionally use mail machines such as printers, scanners, relays, and postage applications.
• Able to use multiple technological systems made by Avalara or third party applications like SFTP, Google Office, Smartsheet, etc.
• Reliable transportation. Personal vehicle may be required for mail pickup or drop off.

• High school diploma or equivalent.
• Strong organizational skills and attention to detail.
• Notary or can become a notary
• Ability to adapt to different functions and tasks.
• Professional communication skills (written and verbal) for DOR and internal correspondence.
• Ability to prioritize and manage time effectively.
• Proficiency with Microsoft Outlook and basic Microsoft Office tools.
• Ability to work independently and from office 40 hours per week.
• Previous experience handling high-volume mailroom or administrative tasks.
• Familiarity with sales and use tax compliance processes.
• Experience working with state or local government agencies (e.g., Departments of Revenue).
• Customer service or professional services background.

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 leave, many Avalara employees are eligible for bonuses.

Health & Wellness
Benefits vary by location but generally include private medical, life, and disability insurance.

Inclusive culture and diversity
Avalara strongly supports diversity, equity, and inclusion, and is committed to integrating them into our business practices and our organizational culture. We also have a total of 8 employee-run resource groups, each with senior leadership and exec sponsorship.

We’re defining the relationship between tax and tech.

We’ve already built an industry-leading cloud compliance platform, processing over 54 billion customer API calls and over 6.6 million tax returns a year. Our growth is real - we're a billion dollar business - and we’re not slowing down until we’ve achieved our mission - to be part of every transaction in the world.

We’re bright, innovative, and disruptive, like the orange we love to wear. It captures our quirky spirit and optimistic mindset. It shows off the culture we’ve designed, that empowers our people to win. We’ve been different from day one. Join us, and your career will be too.

We’re An Equal Opportunity Employer

Supporting diversity and inclusion is a cornerstone of our company — we don’t want people to fit into our culture, but to enrich it. All qualified candidates will receive consideration for employment without regard to race, color, creed, religion, age, gender, national orientation, disability, sexual orientation, US Veteran status, or any other factor protected by law. If you require any reasonable adjustments during the recruitment process, please let us know.