Shipping & Receiving Specialist

Shipping & Receiving Specialist

If you are seeking meaningful work in a company that values integrity, innovation, and growth, consider a career with Gemini Legal. Headquartered in Rocklin, California, Gemini Legal is an industry-leading legal support company serving attorneys across California. Our proprietary, in-house developed technology platform powers efficient, secure digital record collection and workflow management. In addition to records services, we provide vocational counseling to injured workers, delivering comprehensive support throughout the life of a case.

Our growth is powered by our people. We operate with an open-door leadership philosophy and a culture built on accountability, collaboration, and service. We promote from within whenever possible and invest in individuals who demonstrate commitment and potential, including those new to the industry.

Ethical. Passionate. Smart. These principles guide how we work, how we serve clients, and how we support one another.

Employees of Gemini Legal Support may be exposed to confidential, private or sensitive information, protected under HIPAA.

The Shipping & Receiving Specialist plays a vital role in managing the end-to-end flow of physical and digital records and mail within the organization. This position is responsible for overseeing mail operations, including sorting, distributing, and processing incoming and outgoing correspondence, digital returned mail, and bulk subpoena packets. Additionally, the Specialist reviews and prepares records for client delivery, ensuring accuracy and compliance with HIPAA and all applicable regulations. The role also includes scanning and digitizing physical documents to support electronic record management, coordinating shipments, managing inventory, and ensuring timely and accurate delivery of record packets to clients.

Location: Onsite / Rocklin, CA HQ

Schedule: Monday-Friday, 8:00am-5:00pm

Compensation: $19.23 - $23.56 Per Hour. Starting pay for new hires is typically within the lower third of the range: $19.23 - $20.67 Per Hour. Exceptions may be made based on factors such as education, specialized skills, or significant relevant experience.

Responsibilities:

• Coordinate, pack, label, and document shipments, ensuring compliance with regulations, client requirements, and company policies.
• Prepare and process outgoing mail and packages, verifying postage, packaging, labeling, and timely delivery.
• Receive, sort, and distribute incoming mail, packages, interoffice correspondence, and digital communications, maintaining accuracy and proper routing.
• Operate and maintain mailing and scanning equipment, including postage meters, envelope sealers, and scanners, troubleshooting issues as needed.
• Ensure high-quality scans and accurate document management, including image optimization, file naming conventions, and metadata for efficient digital storage.
• Review incoming records and scanned documents for accuracy and compliance with HIPAA, data security, and client requirements before release.
• Investigate and resolve document or shipment issues, collaborating with internal teams.
• Maintain accurate records and conduct audits of shipments, inventory, and scanned documents to prevent discrepancies.
• Generate reports and documentation for internal and external tracking of mail, shipments, and scanned records.
• Manage returns, exchanges, and inquiries regarding shipped or scanned documents.
• Demonstrate a thorough understanding of current departmental procedures and actively contribute to team knowledge sharing and training.
• Identify and recommend process or departmental improvements, supporting a culture of innovation and continuous improvement.
• Participate in departmental audits, including quality, metric, and compliance audits, ensuring accuracy and accountability of reported data.
• Support and engage in Kaizen and other continuous improvement initiatives, helping streamline workflows and enhance performance.
• Exhibit mastery of established processes and serve as a resource for peers, fostering collaboration and team development.
• Take ownership of additional tasks and responsibilities as assigned, demonstrating flexibility and a proactive approach to evolving business needs.

Requirements

Experience, Skills and Abilities:

Education and/or experience:

• High School diploma or equivalent required
• Minimum of 1 year of experience in a mailroom, shipping, or document management role preferred.

Skills:

• Knowledge of mail and shipping operations (packaging, labeling, postage, carriers)
• Able to scan digital document management (file naming, metadata, image optimization)
• Knowledge of HIPAA, data security, and compliance regulations
• High attention to detail and accuracy
• Proficiency in researching, tracking, and updating records efficiently
• Works effectively with internal teams, departments, and external carriers/vendors.
• Professional written communication produces clear, concise, and courteous correspondence via email, fax, and mail.
• Time management and multitasking

Technology:

• Experience using a computer, business phone, office software, video conferencing, and other computer programs, including Google Workplace (Docs, Sheets, Calendar, Gmail, etc.).

Functional Requirements:

• Must be able to perform the essential functions of the position with or without accommodation, including, but not limited to:
• Lifting, bending, standing, climbing or walking while carrying out assigned duties
• Lift, push, pull (up to 35lbs)
• Sitting for at least one hour at a time (total: 6-8 hours/day)
• Keyboarding for extended periods of time (total: 4-6 hours/day)
• Using a phone with or without a headset for extended periods (total: 1-2 hours/day)

What You'll Love About Gemini Legal:

• Comprehensive medical, dental, and vision coverage
• Generous paid time off, including PTO, sick leave, volunteer time, and paid holidays
• 401(k) plan with company match
• Tuition reimbursement program
• Employee Assistance Program and legal assistance benefit
• Company-paid annual charitable donation in your name
• Employee recognition program