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You are here: The Job Explorer > Job Description > Materials Supply Controller

Materials Supply Controller Duties and Responsibilities

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Purpose of Classification:

Maintains inventory levels of materials by procuring commodities, equipment, or supplies for a university department. Completes requisitions, for purchase of small dollar amount items. Maintains inventory levels and any related records. Incumbents typically work within a department, supply room or warehouse. Incumbents monitor the use and issuance of materials and are responsible for maintaining adequate levels of inventory through purchase or requisition of commodities within the scope of established guidelines or limits.

Distinguishing Characteristics:

This is first in a series of two classifications. It is distinguished from the Materials Supply Storekeeper in that the higher level has supervisory responsibility, typically has full authority on ordering, and has specialized knowledge acquired through experience.

Examples of Duties:

  • Requisitions equipment, materials and/or supplies for incoming orders according to established policy and procedures; determines what can be purchased and what needs to be requisitioned; prepares purchase requisitions for approval.
  • Monitors and reviews inventory levels by physical count, recordkeeping, and/or visual inspection to identify need for purchasing materials, equipment, or supplies.
  • Inspects and verifies deliveries and reconciles invoice against purchase orders checking cost, amount delivered, amount ordered; authorizes payment and initiates paperwork to close out purchase orders.
  • Issues or distributes materials, supplies, equipment to staff from stock; divides or cuts stock to size for filling orders; reviews authorization and applies proper charge codes.
  • Answers questions concerning purchase requisitions and purchases from the purchasing department, department staff, or vendors.
  • Contacts vendors to obtain price or other information, to follow up on delivery dates, late deliveries, shortages, or overages; ensures action is taken to correct problem.
  • Maintains requisitions or orders manually or in automated system to track status of purchases and compile reports.
  • Maintains records of prices, quality, quantity and delivery dates.
  • Maintains a variety of records, such as inventory costs, retail prices, quality, quantity on hand, damaged stock, etc; provides regular reports for supervisor.
  • Stores materials, supplies, equipment, etc. according to weight, temperature, size, safety or other requirements; marks stock items and/or shelves, bins, etc. with identifying codes, letters or figures.
  • Moves or transports items in stock to other areas using hand truck or other materials handling equipment.
  • Trains new workers in area operations.

Knowledge, Skills and Abilities:

  • Knowledge of clerical, purchasing activities.
  • Knowledge of inventory or store keeping principles and practices.
  • Skill in both verbal and written communication.

Minimum Qualifications:

Two years' receiving, storing, issuing supplies or related experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.


Next: Materials Supply Storekeeper Job Description



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