Shipping & Receiving Specialist

Gemini Legal Support Inc • Rocklin, CA

7d • $19 - $24 • Onsite

About The Position

The Shipping & Receiving Specialist manages the flow of physical and digital records and mail throughout the organization. The role oversees mail operations, including sorting, distributing, and processing incoming and outgoing correspondence, digital returned mail, and bulk subpoena packets. It also involves reviewing and preparing records for client delivery, ensuring accuracy and compliance with HIPAA and applicable regulations, scanning and digitizing physical documents, coordinating shipments, managing inventory, and delivering record packets to clients accurately and on time.

This position is onsite at Gemini Legal’s Rocklin, California headquarters, with a Monday–Friday schedule from 8:00 a.m. to 5:00 p.m. Employees may be exposed to confidential, private, or sensitive information protected under HIPAA.

Requirements

• High school diploma or equivalent required.
• Knowledge of mail and shipping operations, including packaging, labeling, postage, and carriers.
• Ability to scan and manage digital documents, including file naming, metadata, and image optimization.
• Knowledge of HIPAA, data security, and compliance regulations.
• High attention to detail and accuracy.
• Ability to research, track, and update records efficiently.
• Ability to work effectively with internal teams, departments, and external carriers or vendors.
• Professional written communication skills for clear, concise, and courteous correspondence via email, fax, and mail.
• Time management and multitasking skills.
• Experience using a computer, business phone, office software, video conferencing, and other computer programs, including Google Workplace applications such as Docs, Sheets, Calendar, and Gmail.
• Ability to perform essential job functions with or without accommodation, including lifting, bending, standing, climbing, or walking while carrying out assigned duties.
• Ability to lift, push, or pull up to 35 pounds.
• Ability to sit for at least one hour at a time, totaling 6–8 hours per day.
• Ability to keyboard for extended periods, totaling 4–6 hours per day.
• Ability to use a phone with or without a headset for extended periods, totaling 1–2 hours per day.

Nice To Haves

• At least one year of experience in a mailroom, shipping, or document management role is preferred.

Responsibilities

• Coordinate, pack, label, and document shipments in 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, and troubleshoot 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 in collaboration 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.
• Maintain a thorough understanding of departmental procedures and contribute to team knowledge sharing and training.
• Identify and recommend process or departmental improvements, supporting innovation and continuous improvement.
• Participate in departmental quality, metric, and compliance audits, ensuring accuracy and accountability of reported data.
• Participate in Kaizen and other continuous improvement initiatives to streamline workflows and enhance performance.
• Demonstrate mastery of established processes and serve as a resource for peers, fostering collaboration and team development.
• Take ownership of additional assigned tasks and responsibilities, demonstrating flexibility and a proactive approach to evolving business needs.

Benefits

• Comprehensive medical, dental, and vision coverage.
• 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 the employee’s name.
• Employee recognition program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED