Administrative Assistant - Director's Office
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Administrative Assistant - Director's Office
Salary
$23.10 - $28.34 Hourly
Location
5320 North Shepherd
Job Type
Full Time
Job Number
38307
Department
Houston Emergency Center
Opening Date
02/27/2026
Closing Date
3/6/2026 11:59 PM Central
Description
Benefits
Questions
POSITION OVERVIEW
Applications accepted from: ALL INTERESTED
Department: Houston Emergency Center
Division: Director's Office
Workdays & Hours: Monday - Friday, 8am-5pm Subject to change
ABOUT US
The Houston Emergency Center provides 24/7 round-the-clock emergency 9-1-1 services. The facility is a $50 million investment towards a secured facility equipped with state-of-the-art emergency communications technology. These advancements a reutilized by the center's 9-1-1 call takers and emergency dispatchers from the Houston Police and Fire Departments. System upgrades include police dispatch, fire dispatch, fire records, fire alerting, and geographic information at a cost of approximately $12 million. Antiquated facilities have been replaced with an innovative and redundant complex that consolidates emergency communications. Beyond its daily operations, the facility's Emergency Operations Center, during times of incident activation, allows interface and constant communications with local, state, and federal agencies. The center's most significant benefit is the common protocol for interagency transaction exchange between 9-1-1, Police, Fire, EMS, and Emergency Management.
The Houston Emergency Center is seeking a highly motivated, detail-oriented, and experienced Administrative Assistant to provide professional administrative support within the Director's Office. This position is responsible for supporting departmental operations through policy and procedure implementation, customer service, records management, reporting, and administrative coordination.
Key Responsibilities:
Perform professional administrative functions related to the development, interpretation, and implementation of departmental policies, procedures, rules, and regulations.
Provide accurate, timely, and professional responses to complex customer inquiries via phone, email, mail, and in-person communication, including referrals to other government agencies when appropriate.
Process time-sensitive requests by opening, date-stamping, and filing incoming correspondence in accordance with established records management, retention, and archive/disposal procedures.
Maintain, monitor, and update a variety of departmental records and reports, including District Attorney and Houston Police Department entries and closeouts in the COR database.
Prepare, process, and file budget documentation and monthly COR reports.
Compile information and maintain departmental reference materials and files.
Monitor customer accounts, research data, and investigate discrepancies to resolve issues efficiently.
Prepare documentation related to customer account adjustments while ensuring security, confidentiality, and compliance with applicable policies.
Draft, proofread, and edit correspondence, reports, and other documents for accuracy, content, and proper formatting.
Investigate problems or potential issues through written and verbal communication; document findings and recommend appropriate solutions.
Organize, inventory, catalog, retain, and retrieve departmental documents and records.
Assist with the coordination of departmental support services, including personnel, purchasing, inventory control, public relations, and office management functions.
Conduct administrative research and assist with long-range planning and special management projects.
Assist in the preparation and monitoring of departmental budgets.
Represent the department head at staff meetings and selected conferences; serve as a liaison to designated private agencies and organizations.
Perform other duties as assigned by the division head, including handling materials and information of a sensitive or confidential nature.
WORKING CONDITIONS
Position is physically comfortable; the individual has discretion about walking standing, etc.
All positions in the Houston Emergency Center are classified as Tier I Level employees.
MINIMUM REQUIREMENTS
EDUCATIONAL REQUIREMENTS
Requires a Bachelor's degree in Business Administration, Liberal Arts, or related field.
EXPERIENCE REQUIREMENTS
One (1) year of administrative experience is required. Professional administrative experience may be substituted for the above education requirement on a year-for-year basis.
LICENSE REQUIREMENTS
None
PREFERENCES
Preference will be given to applicants with experience using a variety of systems and procedures to process time-sensitive requests. Strong oral and written communication skills are preferred. Demonstrated experience compiling data and preparing reports. Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, is highly 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 None
However, the department may administer a skill assessment evaluation.
SAFETY IMPACT POSITION No
If yes, this position is subject to random drug testing and if a promotional position, candidate must pass an assignment 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.
Pay Grade: 17
APPLICATION PROCEDURES
Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during 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 832-393-2788
If you need special services or accommodations, call 832-393-2788. (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 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
13 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
Are you currently an employee of the Houston Emergency Center Department?
Yes
No
03
Please select the best scenario below that describes your level of education:
High School Diploma/GED
Associates Degree in Business Administration, Liberal Arts, or a related field
Bachelor's Degree in Business Administration, Liberal Arts, or a related field
04
How many years of professional administrative experience do you have?
Less than 1 year
1 to less than 2 years
3 to less than 4 years
5 years or more
05
What is your level of proficiency in Microsoft Office?
BASIC MICROSOFT OFFICE SUITE: Create a new document, enter text, and save it; navigate in a document and perform a search; format cells, rows, and columns; modify a database and insert data from another; application; create title and bullet slides; work with text, drawn objects, and drawing tools.
INTERMEDIATE MICROSOFT OFFICE SUITE: Create mail merges, sort and filter them; customize toolbars; run and record Macros; filter data and manage a filtered list; create and modify some Macro commands; create, modify, and format charts; create basic Macros to automate forms and data entry; customize the appearance and functionality of reports; use hyperlinks and perform data integration.
ADVANCED MICROSOFT OFFICE SUITE: Manage Macro commands, create dialogue boxes, and understand the notions of Visual Basic application programming; use advanced functions (Names, VLOOKUP, IF, IS); work with Pivot Tables; manage Macro commands: concepts, planning, operations, execution, modification, interruption; use Visual Basic to create a public function or event procedures, or add general procedures in a form module; plan and examine an application, develop a distributed application design.
None of the Above
06
Briefly describe your written and verbal communication skills as it relates to this position.
07
Please indicate how many years of experience you have supporting executive staff.
Less than 1 year
More than 1year, but less than 2 years
More than 2 years, but less than 5 years
5 or more years
None of the above
08
Which of the following duties do you have at least 1 years of experience performing? (Check all that apply)
Support executive management team
Represent the team at executive functions internally and externally
General office and administrative skills
Monitoring Budgets
Respond to written inquiries
No experience
09
This role requires discretion and professionalism when handling sensitive or confidential information in an executive setting. Which statement best reflects your experience?
Regularly handle confidential/sensitive information and understand proper discretion
Some experience handling confidential information
Limited experience
No experience
Required Question
