Position Description

Office Assistant
Location Owatonna
Job Code 519
# of openings 1
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A part-time position to assure the timely and accurate completion of daily/weekly support tasks of mail processing, catalog ordering, filing and supply inventory maintenance.

ESSENTIAL DUTIES & RESPONSIBILITIES: The duties and responsibilities listed below serve as a general outline.  Other duties may be assigned or required to support the success of Gopher Sport.

  1. Effectively manage the mail room processes using the most efficient and cost-saving methods to insure timely delivery of mail.
  • Receive, open and distribute all incoming mail within 2-hours of receipt
  • Prepare and process all outgoing mail  
  • Remain knowledgeable on current postal regulations and guidelines as it pertains to the company’s needs
  • Maintain and monitor our postage account
  • Prepare and coordinate special mail projects as needed
  1. Perform various support functions in an efficient and timely manner, being responsive to the needs of other departments.
  • Maintain an adequate inventory of office supplies, copy paper, letterhead and envelopes and order as needed
  • Oversee the maintenance and supplies for office equipment (copiers, fax machines, postage machines), contacting pertinent vendors as needed
  • Process payable invoices, sort and file in accounting storage
  • Process daily customer invoices/monthly statements for Customer Service
  • Scan documents for various departments
  • Sort and distribute completed customer orders to sales department, file and maintain
  • Process W-9’s
  • Mail vouchers and reprint of invoices for credit department
  • Process customer surveys for customer service department
  • Manage the paper recycling program, coordinating the weekly pickup with vendor
  • Processes customer exemption certificates.
  1. Maintain an adequate supply of company catalogs and effectively coordinate special mailings and/or the distribution to various departments as needed. 
  • Coordinate and process all special catalog mailings with sales department
  • Coordinate spiral bound catalogs for inter-office use
  • Mail current catalogs to model agency


  1. Customer Commitment – Focus efforts on exceeding internal and external customer expectations and improving customer satisfaction. Respond quickly and take appropriate action to identify and exceed customer needs
  2. Teamwork & Collaboration – Dedication to building collaborative relationships throughout the organization.  Seeks and support ideas for improvement. Willingly share information about ideas and work cooperatively to resolve issues or concerns.
  3. Commitment to Quality & Continuous Improvement - Seek to improve processes and quality, making recommendations as appropriate.  Monitor own work.  Seek and accept constructive feedback to ensure accuracy.
  4. Integrity, Accountability, Dependability - Uphold company core values and support ethical and responsible behavior.  Follow through on commitments.   Is reliable and meet attendance standards.
  5. Initiative - Exercise sound independent judgment within established limits of authority.  Self-directed and requires minimal supervision
  6. Planning & Organizing Work  - Ability to optimize time and resources to achieve expected results.  Effectively prioritize and organize work to fully contribute to team efforts.



  1. High school diploma or equivalent
  2. 1 year prior office experience
  3. Knowledge of use and operation of standard office equipment
  4. Microsoft Office statement


  1. Demonstrated organizational and planning skills to manage multiple projects and meet deadlines
  2. Excellent verbal and listening communication skills
  3. Ability to retain operational instructions and procedures on equipment


PHYSICAL REQUIREMENTS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the functions of this job, the employee is regularly required to sit, stand, walk, talk and hear.  The employee is regularly required to kneel, crouch, crawl, bend, and ascend and descend stairs.  The employee is frequently required to use hands and fingers to feel, handle, or operate objects, tools, or controls; and reach with hands and arms.  The employee may occasionally lift and/or move up to 50 pounds.  Vision requirements include close vision, depth perception, color vision and the ability to adjust focus. 


WORK ENVIRONMENT:  The characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to allow individuals with disabilities to perform the essential functions

This job is performed in an indoor office environment, which is climate controlled.  The noise level is usually minimal, with regular exposure to postage and other office machines.