Record Specialist

Description

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 Record Specialist’s purpose at Gemini is to effectively receive and enter orders, obtain necessary records, and process them for handoff to our primary clients. This role requires a professional demeanor when interacting with various parties including medical facilities, employers, insurance companies, and attorneys. The Specialist will also research and validate key components for generating subpoenas and record authorizations. Additionally, the Specialist will coordinate and prioritize daily record uploads, review final products before client delivery, and may handle equipment, supply inventory, and customer service matters. As a member of the Civil department, the Record Specialist is a detail-oriented, organized, conscientious, and communicative contributor.   

•  Location: Salinas, CA Hybrid-Remote
• Schedule: Monday-Friday, 8:00am-5:00pm 
• Compensation:   $19.23-$23.56 Per Hour

Requirements

Responsibilities

• Process various subpoena types, ensuring accuracy and completeness 
• Perform order verification through Google searches, proprietary case management software, previous orders, etc. 
• Confirm receipt of Subpoenas by contacting appropriate entities and conducting research 
• Utilize all means available to ensure records are received in a timely manner 
• Schedule process servers to retrieve records 
• Review invoices and process for payment 
• Amend subpoenas and request by authorizations 
• Assess requests and records received by Gemini to ensure accuracy and completeness before shipping a finalized product to clients 
• Identify when records received are incomplete or have errors and follow up with external facilities until orders are fulfilled 
• Manually sort, review, and post finalized product before sending outgoing correspondence 
• Other duties as assigned 

Experience, Skills & Abilities

• Education and/or experience: 
• High School diploma or equivalent required 
• 1-2 years of experience in administration, medical office, or legal office preferred, but not required  
• Advanced time management and organizational skills 
• Strong verbal and written communication skills 
• Ability to handle a high volume of work and function in a fast-paced environment, on deadline 
• Self-motivated and directed, with keen attention to detail 

Technology:  

• Proficient using a computer, business phone, office software, video conferencing, and other computer programs including Google Workplace (Docs, Sheets, Calendar, Gmail, etc.)  
• Experience with Adobe preferred, but not required 

Other: 

• Clean driving record 
• Experience working in an office setting 
• Exceptional teamwork 

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 25 lbs  
• Sitting for at least one hour at a time (total: 4-6 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: 4-6 hours/day) 

What You'll Love About Gemini

• Comprehensive health coverage including medical, dental, and vision
• Generous time-off to support work-life balance including PTO, volunteer time, sick time, and paid holidays
• 401(k) plan with company match to support your financial future
• Company culture rooted in shared values and community
• Education tuition reimbursement program 
• Employee Assistance Program (EAP) and legal assistance benefit
• Company-paid annual donation to a non-profit or charity of your choice
• Employee recognition program with gifts and awards