[Hiring] Application Analyst - Document Management @Chartwell Law

Role Description

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.

Primary Job Duties:

• Document Management & New Business Support:
  • Ensure accurate and timely transfer, filing, and organization of documents for new business and matters, following firm standards and best practices.
  • Validate document metadata, naming conventions, and workspace structure to maintain consistency and searchability.
  • Support document migrations, refiling efforts, and bulk profile updates as needed.
• Security & Access Administration:
  • Maintain and administer the document management security model, including workspace, folder, and document level permissions.
  • Provision, modify, and decommission user access for new hires, role changes, and departures, ensuring compliance with firm policies.
  • Troubleshoot and resolve access related issues and permission conflicts.
• Templates & Configuration:
  • Create, maintain, and enhance custom document templates, including standardized firm and matter specific templates.
  • Coordinate with business stakeholders to gather requirements and ensure templates align with operational and branding standards.
  • Test and validate template updates prior to release.
• Support & Issue Resolution:
  • Serve as an escalation point for complex or high impact document management support tickets.
  • Diagnose and resolve issues related to document filing, email management, security, integrations, and system behavior.
  • Work with vendors or internal technical teams when advanced troubleshooting is required.
• Training, Testing & Collaboration:
  • Coordinate with the training team and end users to support system testing, user acceptance testing (UAT), and validation of enhancements.
  • Assist in the creation and maintenance of training materials, job aids, and documentation for new features and process changes.
  • Provide input on process improvements and user adoption strategies.

Qualifications

• 3+ years of experience supporting a Document Management System (DMS) in a professional services or legal environment.
• Hands on experience with iManage or NetDocuments (NetDocuments strongly preferred).
• Experience managing security models, permissions, and user access within a DMS.
• Strong understanding of document lifecycle management, metadata, and filing standards.
• Proven ability to troubleshoot complex issues and manage escalated support requests.
• Strong attention to detail and organizational skills.

Requirements

• Experience in a law firm or legal services environment.
• Familiarity with DMS integrations with Microsoft Office and Outlook.
• Experience supporting document migrations or large scale restructuring efforts.
• Prior involvement in training, documentation, or user enablement initiatives.

Skills & Competencies

• Analytical and problem solving mindset.
• Strong written and verbal communication skills.
• Ability to collaborate effectively with IT, training teams, and business users.
• Ability to manage multiple priorities in a fast paced environment.
• Customer service oriented approach to support.

Other Duties

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.

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