] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → INSTRUCTIONAL MATERIALS PURCHASING ASSISTANT I, DMM

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Instructional Materials Purchasing Assistant I, DMM

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Inst Materials Assistant I CODE: 9445 SQ/OQ: Optimal Qualified
WORKING TITLE: Instructional Materials Purchasing Assistant I, DMM GRADE: 12 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, assists in the daily processes of creating purchase orders from the requisition pool for school textbooks, instructional materials and media center materials, cataloging new non-print library materials,; researches product pricing and obtain cost quotations from vendors; assists in preparing formal contract agreements using specifications; and enters data into computerized system.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of the fundamental procedures and practices of purchasing and expediting, function and use of the instructional materials and media materials evaluation Knowledge of the CPD textbook loaner program. Ability to deal courteously and efficiently with a wide variety of people; ability to exercise judgment in resolving problems and overcoming difficult situations; ability to maintain detailed files concerning vendor performance with expediting problems, delivery schedules, etc., and to prepare accurate and meaningful reports from such files; ability to analyze supply and property procedures and programs and recommend steps for efficient delivery of services. Knowledge of the Library of Congress and the Dewey Decimal Library System. Computer skills in word processing and database. Excellent oral and written communications and human relations skills. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: Graduation from high school or GED equivalent required. Experience in progressively responsible work in a business office. Intermediate training in MS Office products such as EXCEL and Word. Experience and training in the financial management system (FMS) and FORTIS, and Library Cataloging.. Other combinations of applicable education, training and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: NA
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Ability to operate a computer for prolonged periods. Others as required by the duties and responsibility of the job.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) NA
OVERTIME ELIGIBLE: Yes

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(The job duties listed are typical examples of the work performed by this job classification. Not all duties assigned are included, nor are all duties listed performed in every office.)

Assists in creating purchase orders from requisitions prepared by school in the requisition pool and release to suppliers.
Assists in creating an open encumbrance report in FMS and release funds back to the schools account as needed.
Review open notifications in FMS and respond accordingly.
Receive, and verify orders in FMS for OfficeMax, textbook, and instructional materials
Assists in contacting vendors for ordering, delivery, pricing, and material specification information
Create delivery tickets for the warehouse to ship materials to school or offices.
Review and verify instructional materials have been approved using the instructional materials and media materials evaluation systems, update missing information such as copyright year, publisher, ISBN#, author, subject, grade level, and type of material, as needed.
Assists in administering contract agreements..
Create and maintain a vendor database for contract agreements.
Assists in providing updated product information records to the ITSS to upload to the FMS ordering system to enable schools access to view and order items using iProcurement.
Assists in creating a Discoverer report for vendor list of products as stated in the contract agreements.
Consults with internal MCPS staff and vendors while researching questions and problems.
Performs related duties as required.
Class Established: 7/11
Date(s) Revised:
Last Reviewed:

This description may be changed at any time.