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ADMINISTRATIVE ASSOCIATE

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ADMINISTRATIVE ASSOCIATE

Salary

$39,026.00 - $44,876.00 Annually

Location

500 Jefferson

Job Type

Full Time

Job Number

37164

Department

Houston Fire Department

Opening Date

11/07/2025

Closing Date

11/14/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

POSITION OVERVIEW

Applications accepted: ALL PERSONS INTERESTED

Classification: Administrative Associate

Posting Number : PN #37164

Department: Houston Fire Department

Division: HFD-EMS Administration

Work location: 500 Jefferson

Workdays & Hours: MON-FRI 7:00 AM - 4:00 PM*

*Subject to change

DESCRIPTION OF DUTIES / ESSENTIAL FUNCTIONS

Performs varied professional administrative functions in the direction and coordination of programs and procedures in the assigned division.

Responsibilities will include but are not limited to:

+ Applicant records processing -Sorts incoming emails for processing. Reviews HFD applicant shot records for compliance with department immunizations requirements.

+ Records requests - Fulfils HFD member requests for access to their Infection Control records.

+ Data entry & reports - Enters immunizations, exposure, training, and fit testing records into electronic tracking systems. Compiles reports as requested.

+ Maintains and improves existing file system of all related records.

+ Notary tracking and assistance - Tracks notary designations and expiry dates. Assists EMS Sr. Supervisors with notary applications.

+ Administrative support for HFD Member Immunizations and Testing Services - Lab supply inventory, printing lab results, scheduling immunization appointments for paramedic students and other qualifying members, monitors and reviews lab invoices for proper payment, verifying and submitting packing slips for received items.

+ Administrative support for HFD New Hire Onboarding- Maintaining calendar, monitoring class status, assisting with scheduling, and preparing for fit resting and ICO training.

+ Manages multiple projects and deadlines simultaneously, ensuring all tasks are on track and completed efficiently.

MINIMUM REQUIREMENTS

EDUCATION REQUIREMENTS

Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.

EXPERIENCE REQUIREMENTS

No experience is required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.

LICENSE REQUIREMENTS

None

PREFERENCES

Two years or more of professional administrative experience is preferred.

A high level of knowledge in the Microsoft Office Suite programs (Word, Outlook, Excel) is preferred.

*Preference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6.**

GENERAL INFORMATION

SELECTION / SKILLS TESTS REQUIRED

Department may administer skills assessment test

SAFETY IMPACT POSITION NO

If yes, this position is subject to random drug testing and if the candidate is promoted into this position, he/she must pass an assigned drug test.

SALARY INFORMATION

Factors used in determining the salary offered include the candidate's qualifications as well as the pay rates of other employees in this classification.

The salary range for this position is: Salary Range - Pay Grade 13.

APPLICATION PROCEDURES

Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during the active posting period. Applications must be submitted online at: www.houstontx.gov.

To view your detailed application status, please log in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm or call 832-394-6605.

If you need special services or accommodations, call 832-394-6605. (TTY 7-1-1)

If you need login assistance or technical support call 855-524-5627.

Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.

All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of the information provided.

EOE – Equal Opportunity Employer

The City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.

The city offers a competitive benefits program, including competitively priced health coverage and a defined contribution pension plan. Benefits include:

+ Medical

+ Dental

+ Vision

+ Wellness

+ Supplemental Insurance

+ Life insurance

+ Long-term disability

+ Retirement pension

+ 457 deferred compensation plan

+ Employee Assistance Program

+ 10 days of vacation each year

+ 11 city holidays, plus one floating holiday

+ Compensable Sick Leave

+ Personal Leave

+ Flexible schedules

+ Hybrid-Telework for eligible positions

+ Professional development opportunities

+ Transportation/parking plan

+ Section 125 pretax deductions

+ Dependent Care Reimbursement Plan

+ Paid Prenatal, Parental and Infant Wellness Leaves

+ Healthcare Flexible Spending Account

For plan details, visit http://www.houstontx.gov/hr/benefits.html

01

Are you a veteran who served on active duty in the Armed Forces (United States Army, Navy, Air Force, Marine Corps, or Coast Guard) for more than 90 consecutive days and received either an honorable discharge or a general discharge under honorable conditions?

+ Yes

+ No

02

What best decribes your highest level of Education?

+ High School Diploma or GED

+ Associate's Degree

+ Bachelor's Degree or Higher

+ None of the above

03

How many years of verifiable professional administrative experience do you have?

+ No experience

+ Less than 2 years of experience

+ 2 but less than 4 years of experience

+ 4 or more years of experience

04

How many years of customer service work experience do you have dealing with the public?

+ No experience

+ Less than 2 years of experience

+ At least two years

+ 2 but less than four years of experience

+ Four or more years of experience

05

Please indicate your level of proficiency in Microsoft Office products (Word, Excel, PowerPoint, Outlook).

+ BEGINNER

+ INTERMEDIATE

+ ADVANCED

+ EXPERT

+ I have no experience in working with Microsoft Office Products

06

Are you fluent in Spanish?

+ Yes

+ No

07

Are you a current or former City of Houston employee?

+ Yed

+ No

08

Are you a current or former Houston Fire department's employee?

+ Yes

+ No

09

If you answered to question 7 &/or 8, please put your name, employee #,job title, department, supervisor's name & contact information

Required Question