Sr. Office/Facilities Support Specialist

JOB TITLE: Sr. Office/Facilities Support Specialist

LOCATION: On-site - Owatonna, MN

JOB TYPE: Full Time, Salary Non-Exempt

TYPICAL/EXPECTED % OF OVERNIGHT TRAVEL: None

The Sr. Office/Facilities Support Specialist role supports the facilities team with building and mailroom duties as related. This role also provides periodic support to the Human Resources Department in the Owatonna location to create a positive working environment for all employees. This role will also provide administrative support to broader facility-related projects company-wide.

JOB RESPONSIBILITIES:

Purchasing and Inventory Support

• Prepare purchase orders, process invoices for timely payment and maintain purchasing records for Maintenance and Facilities departments

• Source suppliers (vendors)

• Purchases and maintains inventory of all office supplies by monitoring inventory and reordering materials before depletion

Maintain reporting systems and databases

• Monitor and record expenses across multiple sites, including reporting/tracking utilities

• Run various monthly, quarterly and yearly reports for Facilities Department as it relates to PCI and SOX compliance

• Prepare various journal entries and assist with month end close

• Prepare and manipulate statistical data for managers as required

• Maintain and track preventative maintenance and work orders using computer systems such as "L2L"

Manage the Win-Pak security system

• Issue and track employee and contractor badges for Broadway, Marketing Services, Southtown and Eagan locations

• Maintain cardkey databases and usage history files

• Audit cardkey records periodically

• Trouble shoot and resolve system issues

• Collaborate with PCI compliance auditors on a yearly basis as it relates to building access and protected information

Mail Room support

• Shipping/receiving when Mailroom Clerk is out-of-office

• Assist in sorting incoming invoices/mailings

• Facilitate mass mailings on an as needed basis

• Monthly reports from AR to update Employee and Sales Rep lists for shipping/billing

Maintain a positive working environment

• Maintain copiers, fax machines and printers at Broadway facility

• Responsible for cleaning and stocking breakrooms; overall upkeep and cleanliness of entire office, making sure vacant offices are clean, garbage in common areas is thrown away, and office overall is tidy and presentable

• Provide parking lot permits as needed

Support to Human Resource Department (as needed)

• Coordinate and co-lead employee events

• Coordinate workspaces for new hires

• Maintain communication monitor systems

JOB REQUIREMENTS/SPECIFICATIONS: Note that (i) computer literacy and working-level skill with the basic MS Office suite (Word, Excel, Outlook, PowerPoint, Edge), (ii) good verbal and written communication skills, (iii) good interpersonal skills, and (iv) the ability to work well both individually and in a team environment are default requirements for all Jostens exempt and salaried nonexempt employees.

• Minimum of High School education or equivalent

• Professional presence - appearance and attitude

• Excellent customer service orientation

• Strong numerical aptitude and accurate math skills

• Troubleshooting and problem-solving skills

• Flexibility to multi-task or change focus to meet critical deadlines

• High attention to detail and excellent organizational and prioritizing skills

• Ability to work independently with minimal supervision

• Ability to make sound decisions using available information while maintaining confidentiality

• Ability to pay close attention to detail and ensure accuracy of reports and data

• Personal motivation to work independently

• Ability to lift up to 40 pounds as needed for deliveries/shipments

Preferred:

• Two years of relevant post-secondary education

• 4+ years of mail room/facilities experience; corporate environment preferred

• Experience using Oracle, Vista or other expense systems

• General knowledge of and ability to learn and operate mail systems (USPS & UPS)

LOVE WHERE YOU WORK:

• We care about your health. We offer competitive healthcare (health, dental, vision, coverage) in addition to voluntary benefits including home and car insurance, pet insurance, flexible spending account, amongst many more.

• We invest in your future. We offer a 401K match vested immediately.

• We believe in flexibility. We provide hybrid work options.

• We want you to unplug when needed. We believe in taking your time off without guilt, including company paid holidays.

• We care about your development. We support tuition reimbursement after 6 months of service.

ABOUT US:

Celebrating over 125 years of business, Jostens has been a part of local communities, working with K-12 schools, colleges and universities, teams, and affiliation groups. Representatives from Jostens touch thousands of schools and groups every day, working to make a difference with products and services that recognize accomplishments and help people tell their stories. These products, along with resources for educators, yearbook curriculum and services to help motivate and inspire like Jostens Renaissance and Commitment to Graduate (C2G) are all designed to contribute to a positive and rewarding school experience. As a household name and leading brand in our market, we are passionate about being the most trusted partner in celebrating moments that matter. We are a mid-size company with a small company feel, allowing us to move fast and explore innovative ideas.

LEARN MORE ABOUT US:

https://f.io/HIAsH659

AMERICANS WITH DISABILITIES ACT (ADA):

Jostens is committed to the full inclusion of all qualified individuals. If reasonable accommodation is required to fully participate in the job application or interview process, or to perform the essential functions of the position, please reach out to our HR team at recruiter@jostens.com or (952) 830-3399.

Jostens is an Equal Opportunity Employer and complies with applicable employment laws. EOE/M/F/Vet/Disabled are encouraged to apply.

California Privacy Policy: https://www.jostens.com/about/california-employee-privacy-policy