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Administrative & Staff Job Classifications

Class Specification Title: Materials Management Specialist

Series: Materials Management

Levels in series:  1 | 2










The Materials Management Specialist is the first level of a two level materials management series. Incumbents are responsible for various duties related to receiving and distributing materials and mail, warehousing, moving equipment and furniture, storage and retrieval of College records and/or the maintenance of multi-site inventories. The Materials Management Specialist is distinguished from the Materials Management Supervisor, which has full supervisory authority.


These duties are a representative sample; position assignments may vary.

  1. Performing receiving, warehousing and inventory control duties to include: determining  items to be stocked; placing orders with vendors; receiving and inspecting incoming orders; determining if shipment is correct,  processing College-wide USPS, special delivery, and inter-campus mail, and inspecting for and reporting damages and documenting problems. Daily 45%   
  2. Conducting inventories, shipping and delivering of materials and supplies to multiple sites, ensuring stock levels will meet customer’s request.   Daily 15%
  3. Recording receiving information from shipping documents in the College’s enterprise resource management system.  Maintaining and safeguarding inventory and property control, to include capital and accountable equipment; issuing property control records and tags.  Daily 5% 
  4. May serve as lead to staff, temporary or student employees, to include assigning and monitoring work and providing direction.  Daily 5% 
  5. Moving and delivering furniture and equipment.  Light maintenance duties such as preventive maintenance, inspections, changing parts and cleaning.  Daily 10%
  6. Operating forklifts and other warehousing related machinery; office machines, such as copiers; driving vehicles and performing operator maintenance on all. Arranging for the repair of equipment and vehicles with other College departments and vendors.  Monthly  5%
  7. Maintaining records and preparing inventory, order status and related reports.  Monthly 10% 
  8. Providing customer service to include responding to complaints and answering general questions from various departments regarding areas of responsibility, to include investigating missing or incomplete shipments.  Occasionally 5% 
  9. Performing other duties of a similar nature or level.   As Required


  • Not applicable

Training and Experience (positions in this class typically require):

High School Diploma, or General Equivalency Degree, and two years inventory control, shipping/receiving and/or materials management experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Licensing Requirements (positions in this class typically require):

  • Valid Arizona driver's license

Knowledge of (position requirements at entry):

  • Shipping, receiving, distribution and inventory standards, to include security of sensitive and/or high-dollar value property
  • Routine purchasing guidelines for public sector
  • Applicable computer programs and equipment
  • Applicable local, state, and Federal laws and regulations
  • Basic math
  • Record keeping principles, to include confidentiality of information
  • Delivery and distribution procedures
  • Shipping and receiving procedures
  • Safety procedures, to include interpreting Safety Data Sheets (SDS)
  • Customer service principles

Skills (position requirements at entry):

  • Operating wheeled vehicles, forklifts and other related equipment
  • Recognizing problems with shipments
  • Preparing reports
  • Interpreting information on packing lists, purchase orders, and blanket purchase orders;
  • Prioritizing work and performing multiple tasks
  • Interpreting technical information, such as Safety Data Sheets and public purchasing regulations
  • Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction

Physical Requirements:

Positions in this class typically require: climbing, crawling, stooping, balancing, kneeling, crouching, reaching, standing for prolonged periods, walking, pushing, pulling, lifting, grasping, talking, hearing, feeling, seeing, and repetitive motions.

Heavy Work: Exerting force up to 100 pounds occasionally, 50 pounds frequently, and 20 pounds constantly to lift, carry, push, pull or otherwise move objects, including the human body.

Incumbents may be working in areas fumes, odors, chemicals, loud noise, low lighting, dusts, extreme temperatures, and local travel.

NOTE: Employees would never be subjected to some of these parameters however, they would need to be aware of their surroundings and be required to take proper precautions.

Ability to wear personal protective equipment (PPE) as required for job, i.e. safety shoes, gloves.

NOTE: The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

Classification History:
Draft prepared by Fox Lawson & Associates LLC (DJG/LM)
Date: 03/01
Updated by Pima Community College: 06/04, 10/2013, 5/2014