] Office of Human Resources - Montgomery County Public Schools

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

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Instructional Materials Purchasing Assistant II, DMM

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Inst Materials Asst II CODE: 9446 SQ/OQ: Optimal Qualified
WORKING TITLE: Instructional Materials Purchasing Assistant II, DMM GRADE: 14 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, assists buyer in executing purchasing actions as it applies to the purchasing of instructional and media materials; assists in reconciling invoices to purchase orders and reconciling supplier statements; assists in providing effective telephone support to school and office staff; manages materials ordered via FMS. The work requires considerable contact with vendors and MCPS staff to answer questions and resolve problems. The work involves assisting in the execution of purchase orders related to textbooks, instructional materials, and media center materials. Vendor lists and other spreadsheets and reports are developed and maintained to execute purchasing actions.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of MCPS evaluation procedures for textbooks, instructional materials and media center materials. Ability to use current financial management software products and the ability to effectively utilize vendor Internet sites.; Ability to work independently to set priorities and manage workload during heavy volume months, ability to deal courteously and effectively with a wide variety of people and overcoming difficult situations; ability to exercise judgment in resolving problems; ability 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. Knowledge of procurement procedures, ability to write clean procurement proposals and evaluate responses. Knowledge of the Library of Congress and the Dewey Decimal Library System Excellent skill in the operation of MS Office products, Word, Excel, Outlook, etc. Good oral and written communications and human relations skills. Knowledge of the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: High School or GED diploma required. Associates degree preferred. Experience progressively responsible business support activities in a large busy office. Thorough working knowledge of MS Office Suite, including Excel and Word. Experience and training in the financial management system (FMS) and FORTIS, and Library Cataloging. Experience working in a school library media center preferred. 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 computer terminal 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.)

1. Enters data from receiving reports and other documents into computerized physical asset inventory system.
2. Assists buyer in reconciling monthly statements from suppliers and contacting the Controller¿s Office to correct matching items or correct payments when necessary
3. Reconcileing supplier invoices against the purchase order to verify that all discounts have been taken
4. Uses FMS Disco Viewer to extract supplier titles in order to send to supplier for updated pricing in TLC and financial management databases pertinent information related to suppliers, pricing, etc.
5. Understands the interface with school library material and evaluation databases.
6. Follow items through the procure to pay process
7. Outstanding customer service in dealing with suppliers and school staff
8. Resolves issues with the suppliers and school staff
9. Responds to requests, inquiries and complaints in both oral and written form with a high level of professionalism
10. Assists in preparing special orders for new schools, critical collections and content specialists
11. Provides Excel spreadsheets with updated information on items to be ordered.
12. Responds to questions from staff and vendors discussing and explaining purchasing procedures.
13. Reviews and updates the textbook agreements for pricing and ISBN numbers each year.
14. Prepares and sends contract renewal agreements to current suppliers, yearly or as needed
15. Communicates with buyers to furnish information.
16. Assists in reconciling differences between MCPS and vendors.
17. Selects vendors for mailing from vendor¿s lists and updates lists as appropriate.
18. Prepares data for upload into FMS or other programs.
19. Performs general office clerical work as assigned.
20. Performs related work as required.
Class Established: 7/2011
Date(s) Revised: 1/14
Last Reviewed:

This description may be changed at any time.