Onsite Shipping & Records Specialist (HIPAA & Scanning)

Gemini Legal Ltd; Rocklin (CA); On-site; USD 26,000 - 32,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401(k) plan with company match

Paid time off and holidays

Tuition reimbursement

Job summary

Gemini Legal is seeking a Shipping & Receiving Specialist to manage end-to-end flow of physical and digital records and mail at our Rocklin, CA headquarters. You will coordinate shipments, process outgoing mail, receive incoming correspondence, and ensure HIPAA-compliant handling of sensitive documents.

On-site hours are Monday–Friday, 8:00am–5:00pm, with pay ranging from $19.23 to $23.56 per hour. The role offers growth within a company that values integrity, collaboration, and service.

Qualifications

• High School diploma or equivalent required.
• Minimum of 1 year of experience in a mailroom, shipping, or document management role preferred.
• Knowledge of HIPAA, data security, and compliance regulations.
• Proficiency in researching, tracking, and updating records efficiently.

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.
• Generate reports and documentation for internal and external tracking of mail, shipments, and scanned records.
• Maintain accurate records and conduct audits of shipments, inventory, and scanned documents to prevent discrepancies.

Skills

Mailroom operations

Attention to detail

Time management

Communication

Education

High School diploma or equivalent

Tools

Google Workspace

Job description

Gemini Legal is seeking a Shipping & Receiving Specialist to manage end-to-end flow of physical and digital records and mail at our Rocklin, CA headquarters. You will coordinate shipments, process outgoing mail, receive incoming correspondence, and ensure HIPAA-compliant handling of sensitive documents.

On-site hours are Monday–Friday, 8:00am–5:00pm, with pay ranging from $19.23 to $23.56 per hour. The role offers growth within a company that values integrity, collaboration, and service.