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OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → BUYERS ASSISTANT II

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Buyers Assistant II

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Buyer's Assistant II CODE: 4440 SQ/OQ: Optimal Qualified
WORKING TITLE: Buyers Assistant II GRADE: 14 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction of a buyer, performs purchasing duties in connection with obtaining supplies, equipment and services for the operation of schools and offices. 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.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Working knowledge of formal bid procedures. Working knowledge of modern office practices, procedures and equipment is essential. 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 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. Good oral and written communications and human relations skills. 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. One year experience with Oracle purchasing modules, and performing responsible office account work in a busy office environment. Training or courses in typing, basic computer software and hardware. 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: None.
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Position requires 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 direction 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. Enters bid information into computer, proofs and edits bids, and arranges for transmission of documents to vendors.

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

11. Arranges for advertising of bids.

12. Opens bids and enters bid data into computerized recording system and produces a bid tabulation 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:
Last Reviewed:

This description may be changed at any time.