OnBase Administrator

Vaco Recruiter Services; Jacksonville (FL); On-site; USD 85,000 - 120,000; Full time

Job summary

Vaco Recruiter Services is seeking an experienced OnBase Administrator to serve as the primary technical owner and administrator of our OnBase ECM platform. The role covers administration, configuration, security, maintenance, and ongoing optimization to support accounting, operations, and business processes across the organization.

Ideal candidates will have hands-on OnBase administration experience, workflow automation, document management, records retention, and system integrations.

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, 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.

Responsibilities

• 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.
• 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.
• Support integrations between OnBase and enterprise systems, including CRM platforms, customer portals, line-of-business applications, Microsoft 365, email systems, and file shares.
• 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.
• 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.
• 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.

Skills

OnBase administration

Workflow automation

Security administration

Document management

ECM

Education

Bachelor's degree in Computer Science/Information Systems or related field

Tools

Active Directory

Azure AD

Microsoft 365

Jira Service Management

Confluence

Job description

OnBase Administrator

Position Summary

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.