Administrative Specialist

2 days ago

Fort Myers, Florida, United States Contemporary Business Resources Full time

Contemporary Business Resources Inc is a professional services firm that specializes in assisting our clients with identifying and hiring the right talent to ensure their success. We are currently working with a Fort Myers business to fill the following position:

Administrative Specialist

Location: Fort Myers, Florida

FLSA Status: Non-Exempt / Full-Time

Position Summary

The Administrative Specialist plays a critical role in the daily operations of the office, serving as a professional and compassionate first point of contact for incoming calls. This position requires exceptional accuracy, discretion, and empathy in handling sensitive and often emotionally charged situations. The Administrative Specialist ensures that all information is managed, recorded, and released according to established legal and ethical protocols.

Key Responsibilities

  • Serve as the primary point of contact for incoming phone calls, emails, and visitors, responding with professionalism, empathy, and confidentiality.
  • Review and process documentation related to, including case reports, release forms, and other official records.
  • Maintain meticulous electronic and paper records in compliance with state statutes, office policy, and public records law.
  • Coordinate with staff to ensure accurate and timely dissemination of information.
  • Adhere strictly to office protocols regarding the release of information to external parties.
  • Prepare and proofread correspondence, reports, and files with a high degree of accuracy.
  • Manage and safeguard confidential and sensitive information at all times.
  • Provide administrative support for meetings, case tracking, and statistical reporting.
  • Assist in other clerical or office management duties as needed.
  • Strong practice of proper office decorum.

Required Qualifications

  • High school diploma or equivalent required; associate's degree or higher in administrative studies, criminal justice, or a related field preferred.
  • Minimum of three (3) years of administrative or clerical experience in a medical, legal, or governmental setting.
  • Proven ability to manage sensitive and confidential information with professionalism and integrity.
  • Exceptional accuracy and attention to detail in data entry, recordkeeping, and document preparation.
  • Strong communication skills with the ability to handle difficult or emotional conversations tactfully and compassionately.
  • Proficiency with Microsoft Office Suite and case management or database systems.
  • Ability to follow strict procedural and legal guidelines.
  • Demonstrated ability to multitask in a fast-paced, emotionally sensitive environment.

Preferred Qualifications

  • Knowledge of Florida (or relevant state) public records laws and procedures.
  • Familiarity with medical terminology and case documentation systems.

Core Competencies

  • Empathy & Professionalism: Provides compassionate service while maintaining composure and adherence to policy.
  • Confidentiality: Protects all information with absolute discretion.
  • Accuracy & Accountability: Produces error-free work under time-sensitive conditions.
  • Communication: Listens carefully, conveys information clearly, and handles sensitive calls with care.
  • Integrity: Demonstrates respect for the public trust inherent in the role.

Job Type: Full-time

Pay: From $23.00 per hour

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance

Ability to Commute:

  • Fort Myers, FL Required)

Ability to Relocate:

  • Fort Myers, FL 33907: Relocate before starting work (Required)

Work Location: In person

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