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Document Management System Administrator

Gentry Locke Attorneys

This is a Full-Time position in richmond, va posted January 26, 2023.

The Document Management System Administrator performs all functions according to established policies and procedures related to system documentation, system management and maintenance for the document management system, and data retention and security. This position requires strong technology and end-user focused skills. The Document Management System Administrator must be a self-starter, team player with the ability to effectively communicate with individuals and groups. A solid technical background in database structures and computer systems is required. This position can be located in Richmond, VA or Norfolk, VA.


Essential Duties and Responsibilities:

System Documentation:

  • Maintain appropriate change logs, system runbook and business continuity documentation as pertains to the document management system (DMS).
  • Maintain appropriate security logs, litigation hold logs, ethical wall logs, claw back logs for all system data documentation.

System Management and Maintenance for DMS:

  • Assist with system maintenance and partner with vendor as needs arise.
  • Responsible for validation and testing after system maintenance and changes.
  • Assist with integrations with other systems and responsible for validation testing of all such integrations for back office and front office systems.
  • Responsible for system reports.
  • Responsible for importing data, such as onboarding attorneys or system mergers.
  • Responsible for exporting data, such as client transfers.

Data Retention and Security:

  • Responsible for maintaining security and document retention policies.

Set-up, maintain, and track ethical walls, litigation holds, firm security, policies, procedures and documentation.

Partner with the trainers to ensure system changes, policy changes and procedural changes are updated and related to users appropriately.

Assist in responses to client audits, security assessments, and regulatory compliance as needed.

Assist in maintaining business continuity plan and perform recovery activities as needed.

Assist with special projects as assigned by the Director of Information Technology.

Partner with Technology Systems Manager and Systems Administrator as the need requires.

Performs other related duties incidental to the work described herein.

Knowledge Skills and Abilities Required or Preferred:

  • Associates or bachelor’s degree in Computer Science or a related field is preferred.
  • A minimum of five years of applicable work experience required.
  • Required knowledge of SQL and Document Management Systems required. iManage experience preferred.
  • Preferred knowledge of Active Directory, Group Policy and Windows 10 Work Folders.
  • Skilled at paying close attention to detail.
  • Critical thinking and troubleshooting skills required.
  • Ability to work independently and in a team environment.
  • Exceptional prioritization skills.
  • Work frequently requires more than 40 hours per week to perform the essential duties of the position.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.


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