Application Analyst - Document Management at Chartwell Law

United States

<p>Description</p><p>The Application Analyst - Document Management is responsible for the day-to-day administration, support, and optimization of the firm’s document management platform, with a strong emphasis on NetDocuments (preferred) or iManage. This role ensures the secure, accurate, and timely organization of documents related to new business intake, supports ongoing user access and security requirements, and acts as a key escalation point for complex document management issues. The analyst will also partner closely with training and operational teams to support testing, documentation, and user enablement for system enhancements and future updates.</p><p><br/></p><p><strong>Primary Job Duties:</strong></p><p><br/></p><p><u>Document Management &amp; New Business Support</u></p><ul><li>Ensure accurate and timely transfer, filing, and organization of documents for new business and matters, following firm standards and best practices.</li><li>Validate document metadata, naming conventions, and workspace structure to maintain consistency and searchability.</li><li>Support document migrations, refiling efforts, and bulk profile updates as needed.</li></ul><p><u>Security &amp; Access Administration</u></p><ul><li>Maintain and administer the document management security model, including workspace, folder, and document level permissions.</li><li>Provision, modify, and decommission user access for new hires, role changes, and departures, ensuring compliance with firm policies.</li><li>Troubleshoot and resolve access related issues and permission conflicts.</li></ul><p><u>Templates &amp; Configuration</u></p><ul><li>Create, maintain, and enhance custom document templates, including standardized firm and matter specific templates.</li><li>Coordinate with business stakeholders to gather requirements and ensure templates align with operational and branding standards.</li><li>Test and validate template updates prior to release.</li></ul><p><u>Support &amp; Issue Resolution</u></p><ul><li>Serve as an escalation point for complex or high impact document management support tickets.</li><li>Diagnose and resolve issues related to document filing, email management, security, integrations, and system behavior.</li><li>Work with vendors or internal technical teams when advanced troubleshooting is required.</li></ul><p><u>Training, Testing &amp; Collaboration</u></p><ul><li>Coordinate with the training team and end users to support system testing, user acceptance testing (UAT), and validation of enhancements.</li><li>Assist in the creation and maintenance of training materials, job aids, and documentation for new features and process changes.</li><li>Provide input on process improvements and user adoption strategies.</li></ul><p><strong>Key Competencies:</strong></p><ul><li>Communicating - Legal Professionals provide the information required by others in a concise, direct, and unambiguous way. They perceive how the message affects the receiver and strive to ensure that the receiver clearly understands the specifics and function of the message.</li><li>Conflict Management - Legal Professionals address problems openly and objectively and bring substantial conflicts and disagreements into the open with the intention of resolving issues in an unemotional and constructive manner.</li><li>Professionalism - Legal Professionals set high standards and serve as role models for work performance, ethical conduct, and respect for others. They consistently conduct themselves in a manner consistent with generally accepted moral principles and values and within the guidelines and best practices of their profession.</li><li>Planning &amp; Priority Setting - Legal Professionals identify priorities and develop detailed action plans that include objectives, accountabilities, time frames, standards, review stages, and contingencies.&nbsp;</li></ul><p>&nbsp;</p><p><strong>Other Duties</strong></p><p>Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.</p><p><br/></p><p>&nbsp;<strong>#LI-Remote</strong>&nbsp;</p><p><br/></p><p>Requirements</p><ul><li>3+ years of experience supporting a Document Management System (DMS) in a professional services or legal environment.</li><li>Hands on experience with iManage or NetDocuments (NetDocuments strongly preferred).</li><li>Experience managing security models, permissions, and user access within a DMS.</li><li>Strong understanding of document lifecycle management, metadata, and filing standards.</li><li>Proven ability to troubleshoot complex issues and manage escalated support requests.</li><li>Strong attention to detail and organizational skills.</li></ul><p><strong>Preferred Qualifications</strong></p><ul><li>Experience in a law firm or legal services environment.</li><li>Familiarity with DMS integrations with Microsoft Office and Outlook.</li><li>Experience supporting document migrations or large scale restructuring efforts.</li><li>Prior involvement in training, documentation, or user enablement initiatives.</li></ul><p><strong>Skills &amp; Competencies</strong></p><ul><li>Analytical and problem solving mindset</li><li>Strong written and verbal communication skills</li><li>Ability to collaborate effectively with IT, training teams, and business users</li><li>Ability to manage multiple priorities in a fast paced environment</li><li>Customer service oriented approach to support</li></ul><p><br/></p><p><br/></p>