Record Specialist

Description ABOUT GEMINI LEGAL 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. ABOUT THE ROLE 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 Schedule: Monday-Friday, 8:00am-5:00pm Onsite for the first 90 days, can transition to Hybrid-Remote, 3 days a week in office Compensation: $19.23-$23.56 Per Hour The pay range for this role is $19.23-$23.56. Starting pay for new hires is typically within the lower third of the range: $19.23-$20.67. Exceptions may be made based on factors such as education, specialized skills, or significant relevant experience. 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 WHAT YOU BRING 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 Skills: 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 25lbs 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) Driving for extended periods of time, up to 1-2 hours in a day and up to 25-50 miles per day TRAVEL Travel may be required for this position up to 10% of working hours