OnBase Administrator

Vaco; Jacksonville (FL); On-site; USD 90,000 - 130,000; Full time

Job summary

Vaco by Highspring is seeking an experienced OnBase Administrator to own and operate the OnBase ECM platform across the organization. You will administer, secure, and optimize the system, supporting accounting, operations, and business processes.

You will collaborate with IT and business stakeholders to design workflows, automate processes, and ensure platform stability, upgrades, and integrations with Microsoft 365 and other enterprise systems.

Qualifications

• Bachelor's degree in Computer Science, Information Systems, or related field, or equivalent experience.
• 5+ years hands-on OnBase administration and support experience.
• Deep experience with OnBase administration, workflow automation, security, and ECM.
• Experience with upgrades, patches, and platform enhancements.
• Strong troubleshooting and communication skills.

Responsibilities

• Serve as the primary administrator and SME for the OnBase ECM platform.
• Configure and maintain OnBase document types, keywords, user groups, security, and workflows.
• Manage platform security, permissions, and access controls.
• Monitor performance, troubleshoot issues, and coordinate maintenance.
• Design and maintain OnBase workflows, forms, and automation solutions.
• Collaborate with stakeholders to gather requirements and implement ECM solutions.
• Support integrations with enterprise systems (CRM, 365, portals, file shares).
• Develop technical documentation and governance standards.
• Provide guidance and training to users and departments.

Skills

OnBase administration

Workflow automation

Security administration

Document management

ECM

Education

Bachelor's degree in CS/IS/related

Tools

Active Directory

Azure AD

Microsoft 365

Jira Service Management

Confluence

Job description

We are seeking an experienced OnBase Administrator to serve as the primary technical owner and administrator of our OnBase Enterprise Content Management (ECM) platform. This role will be responsible for the administration, configuration, security, maintenance, and ongoing optimization of the OnBase environment to support accounting, operations, and business processes across the organization.

The ideal candidate will possess deep hands-on experience with OnBase administration, workflow automation, document management, records retention, and system integrations. This individual will partner closely with business stakeholders and IT teams to drive operational efficiency, ensure platform stability, and support the long-term ECM strategy.

Key Responsibilities

OnBase Administration & Support

• Serve as the primary administrator and subject matter expert for the OnBase ECM platform.
• Configure, maintain, and support OnBase document types, keywords, user groups, security classes, workflows, life cycles, and records management processes.
• Manage platform security, permissions, and access controls to ensure compliance and data protection.
• Monitor system performance, troubleshoot issues, and resolve platform-related incidents.
• Coordinate and support OnBase upgrades, patches, enhancements, and system maintenance activities.

Workflow & Process Automation

• Design, develop, and maintain OnBase workflows, forms, and automation solutions.
• Identify opportunities to improve business processes through automation and standardization.
• Collaborate with business stakeholders to gather requirements and implement scalable ECM solutions.
• Support continuous improvement initiatives across multiple business functions.

Systems Integration & Technical Support

• Support integrations between OnBase and enterprise systems, including:
  • CRM platforms
  • Customer portals
  • Line-of-business applications
  • Microsoft 365
  • Email systems
  • File shares and repositories
• Work closely with Business Systems Analysts, Desktop Support, and other IT teams to resolve technical issues and address root causes.
• Ensure platform availability and reliability through proactive support and monitoring.

Documentation & Governance

• Develop and maintain technical documentation, system architecture diagrams, standard operating procedures, and user guides.
• Assist in establishing governance standards, security controls, and best practices for ECM usage.
• Support records retention and compliance requirements within the platform.

Vendor & User Support

• Manage relationships with OnBase vendors, consultants, and third-party support providers.
• Provide guidance, training, and best practices to business users and department leaders.
• Assist with platform roadmap planning and future-state ECM strategy initiatives.

Required Qualifications

• Bachelor's degree in Computer Science, Information Systems, or a related field, or equivalent combination of education and experience.
• 5+ years of hands‑on experience administering and supporting the OnBase platform.
• Strong experience with:
  • OnBase administration
  • Workflow configuration and automation
  • Security administration
  • Document management
  • Records management
  • Enterprise Content Management (ECM)
• Experience supporting system upgrades, patches, and platform enhancements.
• Strong troubleshooting, analytical, and problem‑solving skills.
• Excellent verbal and written communication abilities.
• Ability to work independently while collaborating effectively across technical and business teams.

Preferred Qualifications

• OnBase/Hyland certifications.
• Experience with Active Directory, Azure AD, and Microsoft 365 integrations.
• Familiarity with Atlassian products such as:
  • Jira Service Management
  • Confluence
• Experience supporting enterprise application integrations.
• Knowledge of business process improvement and workflow optimization methodologies.
• Experience working with document retention and compliance requirements.

Ideal Candidate

The ideal candidate is a hands‑on OnBase expert who combines strong technical administration skills with a customer‑service mindset. This individual will be comfortable managing day‑to‑day platform operations while also driving strategic improvements, automation initiatives, and long‑term ECM optimization efforts across the organization.

Work Authorization: Candidates must be authorized to work in the United States.

Talent Community Notice: By applying for this position, candidates may be considered for future opportunities requiring similar qualifications and experience.

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada: Based on Highspring's discussions with its Client, Highspring's understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.