ADMINISTRATIVE ASSISTANT

Salary : $1,848.00 - $2,388.00 Biweekly
Location : 500 Jefferson
Job Type: Full Time
Job Number: 39110
Department: Houston Fire Department
Opening Date: 07/10/2026
Closing Date: 7/17/2026 12:00 AM Central


POSITION OVERVIEW

Applications accepted from: All Persons Interested
Job Classification: Administrative Assistant
Posting Number: 39110
Department: Houston Fire Department
Division: HFD - Emergency Operations - EMS Administration
Location: 500 Jefferson St 16th floor, Houston, TX 77002, USA
Workdays & Hours: Monday - Friday 7:00 am -3:30 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.

• Assists in tracking and monitoring expenditures, including P-card transactions and Purchase Orders.
• Prepares and monitors Purchase Requisitions for supplies and services.
• Provide customer service with the response and organization of patient's personal items that are left on HFD EMS units.
• Assist in the coordination of missing and incomplete patient care records.
• Review and ensure patient medical records are accurate without discrepancies to assist in billing patients and Medicare for Emergence Medical services.
• May participate in special projects and other duties as requested.

WORKING CONDITIONS

The position is physically comfortable most of the time with occasional periods of stooping, bending and/or light lifting of materials. Will require extended, stressful periods of concentration and exposure to computer monitor lighting. Additional stress imposed by demanding deadlines.
MINIMUM REQUIREMENTS

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

EXPERIENCE REQUIREMENTS
One year of administrative experience is required. Professional experience related to the type of work to be performed may substitute for the educational requirement on a year-for-year basis.
PREFERENCES


**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.**

• Working knowledge of SAP with experience in creating and managing purchase requisition in SAP
• Experience with EMS patient medical records management, modification and/or retrieval.
• Advanced MS Office Word, Excel, Outlook, Power Point skills

GENERAL INFORMATION

SELECTION/SKILLS TESTS REQUIRED
Department may administer skills assessment test.


SAFETY IMPACT POSITION Yes
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.
The salary range for this position is:


The salary range is: 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 the active posting period. Applications must be submitted online at:


To view your detailed application status, please log in to your online profile by visiting: or call View phone number on click.appcast.io.


If you need special services or accommodations, call View phone number on click.appcast.io. (TTY 7-1-1)


If you need login assistance or technical support call View phone number on click.appcast.io.


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
• 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
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 is your highest level of education?

• None
• High School Diploma or GED
• Associate's Degree
• Bachelor's Degree
• Master's Degree or higher

03


Which best describes your administrative support experience?

• No Experience
• At least 1 but less than 3 years of experience
• At least 3 but less than 5 years of experience
• At least 5 but less than 7 years of experience
• At least 7 but less than 9 years of experience
• 9 or more years of experience

04


What is your proficiency in MS Word?

• No experience
• Beginner: open, create, save and modify documents, format the documents for printing, using the printer menu to preview documents before they are printed and print the pages, change the font, the margins, insert or delete pages and use the built-in spellchecker and grammar check.
• Intermediate: using Mail Merge in Word to personalize business letters for an entire mailing list or create posters and other graphics-heavy documents in Publisher, create mailing labels, insert footnote and end note, create bookmark, insert a cross reference to a bookmark, insert a link into a document, accept or reject revision, protect a revision from modification by others, compare two documents side by side, combine two documents into one, insert and delete a comment into a document.
• Advanced: use mail merge to create documents, recipients lists, insert fields, prepare and existing list for use in mail merge, delete items that you have performed (copy chart and title and paste), replace check box with symbol, print out checklist and check the appropriate boxes, import subdocument, split document into two documents, create a table of contents.

05


What would best describe your proficiency in MS Excel?

• No experience
• Beginner: open files and use page setup, enter, correct, and save data, use the menu commands, format cells, rows, and columns, understand navigation and movement techniques, use simple arithmetic functions in the formulas, access help, modify a database and insert data from another application, print worksheets and workbooks.
• Intermediate: create, modify, and format charts, use graphic objects to enhance worksheets and charts, filter data and manage a filtered list, perform multiple-level sorting, use sorting options, and design considerations, use mathematical, logical, statistical and financial functions, group and dissociate data and perform interactive analysis, create and modify some Macro commands.
• Advanced: customize the work area, use advanced functions (Names, VLOOKUP, IF, IS), work with Pivot Tables, se spreadsheet Web components, manage Macro commands: concepts, planning, operations, execution, modification, interruption, use personalized toolbars, perform some programming in VBA

06


6. Please rate your experience with MS Outlook.

• No experience
• Beginner: create, open, send and print emails.
• Intermediate: all the above plus makes, edit and print appointments, create, edit and print contacts, create and edit tasks.
• Advanced: all the above plus assign tasks to others, plan a meeting, send emails on behalf of superior.

07


7. How many years of verifiable professional experience do you have working with SAP Finance module; purchase requestion creation, purchase order history tracking, invoice payment monitoring?

• No Experience
• Less than 1 year of experience
• at least 1 but less than 4 years of experience
• at least 4 but less than 6 years of experience
• at least 6 years or more of experience

08


How many years of professional experience do you have working in administrative medical records management or closely related area?

• Less than 1 year of experience
• 1 but less than 4 years of experience
• 4 but less than 6 years of experience
• 6 years or more of experience

09


Are you a former or current City of Houston Employee?

• Yes
• No

10


Are you a former or CURRENT Houston Fire Department employee?

• Yes
• No

11


If you answered to question 9 & 10, please put your name, employee number, current or previous job title, department and supervisor's name. If not, put N/A.
Required Question