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
