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Buyers Assistant III

OFFICIAL TITLE: Buyers Assistant III CODE: 4580 SQ/OQ: Optimal Qualified
WORKING TITLE: Buyers Assistant III GRADE: 15 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, supervises Buyer Assistant I work; monitors workload and makes adjustments as necessary, sets priorities, implements changes in work procedures, and assists buyers in executing purchasing actions. The work requires considerable contact with vendors and operating staffs to answer questions and resolve problems. Work of the class involves assisting in the execution of purchase orders. Workers assist in the evaluation of purchase requests and determine appropriate bid procedures; assist in writing bid specifications; identify product sources and prepare bid documents; assist in evaluating bid responses and recommend awards. The work of the class involves preparing formal bid requests from specifications and file documents, opening bids and entering bid data into computerized recording system, and preparing Board notices of awards. Workers follow closely prescribed procedures governing the bid process, maintain vendor lists, and produce computerized lists and reports used to execute purchasing actions.
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of procurement procedures. Considerable knowledge of modern office procedures. Working knowledge of business English and spelling. Ability to plan the work of a large volume procurement office. 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. Ability to operate computer equipment with proficiency and good skill in the efficient operation of a word processor. Good oral and written communications and human relations skills. Ability to write clear bid specifications, to test materials and to evaluate and analyze vendor bids. 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 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: High School or GED diploma required. Associates degree preferred. Experience in progressively responsible office, general clerical, or typing work. 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.
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.


1. Monitors the workload of the office staff and makes adjustments as necessary.

2. Plans and schedules work to meet requirements.

3. Responds to questions from operating staff and vendors discussing and explaining purchasing procedures.

4. Communicates with buyers to furnish information.

5. Prepares reports and agenda materials for the Board.

6. Maintains office accounts (advertising, supply, travel, testing).

7. Maintains the computer network within the office.

Under directions of a buyer:

1. Assists in writing bid solicitations for items to be purchased.

2. Confers with MCPS officials regarding requirements, specifications, quality and delivery.

3. Recommends alternative items as necessary.

4. Prepares bid invitations, solicits and analyzes quotations.

5. Assists in testing of supplies offered.

6. Makes recommendations for award of contracts.

7. Assists in administering of contracts.

8. Assists in reconciling differences between MCPS and vendors.

9. Keys bid information into computer, proofs and edits bids, and arranges for mailing to vendors.

10. Selects vendors for mailing from vendors' lists; updates lists.

11. Arranges for printing and advertising bids.

12. Opens bids and 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.

13. Records awards on computerized system and produces summary lists.

14. Prepares notices of bid awards that go to the Board for approval.

15. Notifies vendors of bid results.

16. Performs related work as required.

Class Established: 2/94
Date(s) Revised: 8/97
Last Reviewed:

This description may be changed at any time.

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