Shipping & Receiving Specialist

A Little Bit About Us

If you're looking for a rewarding career at a company with a supportive workplace culture and unlimited potential for growth, consider Gemini Legal. We are a dynamic, industry-leading, technology-based company headquartered in Rocklin, California. Gemini provides support services to California attorneys, collecting digital records and offering vocational counseling to injured workers.

Our management team has an open-door policy, and our exceptional growth is credited solely to our team members and their dedication to collaborate, achieve and give back. Success is celebrated and integrity is the essence of who we are.

Ethical. Passionate. Smart. These three tenets drive our diverse team, and we welcome dedicated individuals to apply to join our work family.

A Little Bit About the Position

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: Rocklin, CA
• Schedule: Monday-Friday, 8:00am-5:00pm
• Compensation: $17.50-$23.56 Per Hour

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: 1-2hours/day)

Salary Description

$17.50-$23.56 Per Hour