Documents & Records Administrator

12-Month Contract

About CDSPI

Created by dentists, CDSPI is a not-for-profit organization established in 1959 with the sole purpose of arranging programs for the benefit of dentists who are members of CDSPI’s member dental associations. CDSPI helps dentists and dental students achieve and maintain financial well-being by empowering them to protect and grow their wealth with customized financial advice, insurance, and investments.

Reporting Structure

Reports to the Manager of Insurance and Investment Administration.

About the Job

The Documents & Records Administrator is responsible for supporting the timely, accurate, and organized distribution of output, including client correspondence, invoices, policy documents, memoranda, forms, and other related documentation. This role ensures that all output is correctly organized, distributed, logged, mailed, filed, or routed to the appropriate internal or external recipient in accordance with departmental procedures.

You thrive in a fast-paced, dynamic environment and strive to provide excellent client service at all times. Known for your accuracy and attention to detail, you effectively prioritize and manage multiple tasks. You work well independently, taking ownership of your responsibilities while knowing when to escalate issues appropriately.

This position represents a current, existing vacancy within the organization.

Compensation

The expected salary range for this role is $40,000 - $50,000 per year, based on experience, skills, and internal equity.

Key Responsibilities

  1. Prepare, sort, review, and distribute daily output, ensuring documents are complete, organized, and routed correctly.
  2. Print, assemble, scan, save, or file completed administration documents in accordance with departmental procedures.
  3. Prepare documents for mailing, including client packages, invoices, letters, memoranda, certificates, confirmations, and other related
    documents.
  4. Distribute incoming and outgoing mail, faxes, courier packages, returned mail, and other document requests in a timely manner.
  5. Support returned mail handling, including identifying returned items, routing them for review, and assisting with related follow-up activities.
  6. Maintain confidentiality and handle client information in accordance with privacy, compliance, and departmental standards.
  7. Identify process concerns, recurring document issues, or other opportunities to improve output handling and distribution.
  8. Perform other duties as assigned from time to time by the Manager of Insurance and Investment Administration or by the Chief Operating Officer.

Qualifications, Skills & Experience

  • Minimum one year of administrative, data entry, mailroom, or document processing experience.
  • Experience working in office administration, records management, or a high-volume processing environment is an asset.
  • Proficient with office equipment including scanners, printers, photocopiers, and postage machines.
  • Ability to follow procedures, checklists, privacy requirements, and document handling standards consistently and accurately.
  • Excellent organizational skills, accuracy, and attention to detail.
  • Ability to prioritize work and manage multiple tasks within established timelines.
  • Strong verbal and written communication skills.
  • Demonstrated reliability, accountability, and willingness to support team priorities during busy periods.

Work Environment

Onsite at CDSPI's office location five (5) days per week.

Recruitment Process Update

Candidates who participate in an interview will be updated on the status of their candidacy within 45 days of their last interview.

How to Apply

Interested candidates can submit their resume to careers@cdspi.com before end of day on September 18, 2026.

CDSPI does not use artificial intelligence or automated decision-making tools to screen or select candidates for this role.

CDSPI is committed to fostering an inclusive, accessible environment, where all employees and customers feel valued, respected and supported. If you require an accommodation for the recruitment/interview process (including alternate formats of materials, or accessible meeting rooms or other accommodation), please let us know and we will work with you to meet your needs.