] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → MATERIALS MANAGEMENT SUPPLY SPECIALIST

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Materials Management Supply Specialist

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Materials Mgmt Supp Spec CODE: 9435 SQ/OQ: Optimal Qualified
WORKING TITLE: Materials Management Supply Specialist GRADE: 16 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under general supervision, coordinates and monitors needs of staff and making adjustments as necessary to ensure that the office operates smoothly and efficiently. The work of the class involves all processes related to processing purchase orders for capital projects, helping buyers prepare formal bid requests from specifications and file documents, provide assistance in the opening of bids and entering bid data into computerized recording system, and preparing Board notices of awards. The work requires considerable contact with furniture/equipment vendors and operating staffs to coordinate deliveries, answer questions and resolve time sensitive problems. The work of the class also involves preparing formal board material twice a month using a preapproved format from specifications and file documents.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of general office procedures along with procurement processes. Working knowledge of business English and spelling. Ability to plan the work of a large volume procurement office with the capacity to maintain complex records and to prepare reports from such records. Ability to make decisions based upon experience, good judgment, and established departmental policies, procedures, and regulations. Ability to operate computer equipment with proficiency and good skill in the efficient operation of a word processor and spreadsheet applications. Good oral and written communications and human relations skills. Ability to edit bid specifications, to test materials and to evaluate and analyze vendor bids using database applications. Ability to express ideas well, orally and in writing. Ability to perform a wide range of office tasks quickly and efficiently. Ability to deal effectively with MCPS program users, school clients, and vendor representatives. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: Associates degree required. Bachelors degree preferred. Coursework in business administration, computer office software preferred. Experience in progressively responsible office, general clerical & computerized work. Considerable progressively responsible secretarial work experience, (preferably with MCPS or other school systems) with school and central office experience desirable. Other combinations of applicable education, training, and experience, which provide the knowledge, skills, and abilities necessary to perform effectively in the position, may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: None
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Positions require sustained operation of keyboard devices.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) None
OVERTIME ELIGIBLE: Yes

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

1. Under the direction of the director(s) prepares reports, collects and maintains data on Board of Education procurement memos and minority reports.
2. Maintains Outlook calendar, contact lists, task lists, etc.
3. Responds to questions from operating staff and vendors discussing and explaining purchasing procedures.
4. Lead contact on furniture & equipment warranty issues.
5. Maintains office supply inventories.
6. Maintains the computer network & other office equipment within the office.

Under directions of a buyer:
1. Processes blanket releases within ERP system.
2. Confers with MCPS officials regarding requirements, specifications, quality and delivery.
3. Prepares bid invitations, solicits and analyzes quotations.
4. Assists in administering of contracts. 5. Assists in reconciling differences between MCPS and vendors.
6. Keys bid information into computer, proofs and edits bids, and arranges for delivery of documents to vendors.
7. Selects vendors for mailing from vendors' lists; updates lists.
8. Help to open bids, enters bid data into computerized recording system and produces a bid tabulation run; makes additions and corrections to run as appropriate and attaches pertinent vendor materials.
9. Prepares notices of bid awards that go to the Board for approval.
10. Prepares other necessary reports and correspondence.
11. Supports staff on regional procurement group activities.
12. Performs related work as required.
Class Established: 7/11
Date(s) Revised:
Last Reviewed:

This description may be changed at any time.