Database Officer job description.
A Database Officer maintains the accuracy, integrity, and accessibility of an organization's records within its core database or CRM system. They handle data entry, cleaning, and reporting, support end users with database queries, and help implement data quality standards. The role suits organizations such as nonprofits, membership bodies, or government agencies that rely on a central database for operations, donor management, or service delivery.
The Database Officer job description · $29
The full editable .docx — role summary, 8 worked responsibilities, qualifications, and skills, formatted for your letterhead. Delivered to your inbox within 24 hours — usually instantly.
Role: Database Officer Reports to: Database Manager or Operations Manager
A Database Officer maintains the accuracy, integrity, and accessibility of an organization's records within its core database or CRM system. They handle data entry, cleaning, and reporting, support end users with database queries, and help implement data quality standards. The role suits organizations such as nonprofits, membership bodies, or government agencies that rely on a central database for operations, donor management, or service delivery.
- Enter, update, and maintain accurate records within the organization's database or CRM
- Run regular data quality checks and clean duplicate or outdated entries
- Generate reports and extracts for management, fundraising, or operational teams
What's inside the document.
One-paragraph plain-English explanation of the role's outcome and scope.
8 responsibilities phrased the way the work is actually done.
5 qualifications a candidate must have to perform on day 30.
3 qualifications that would make a candidate excellent in year two.
5 skill chips you can copy directly into your ATS.
Database Manager or Operations Manager
A complete document set.
- Word document (.docx) — fully editable
- PDF — signature-ready
- Google Docs — one-click copy to your Drive
- 12 months of updates to this document
- Commercial-use licence for internal and client work
The work, not the title.
- Enter, update, and maintain accurate records within the organization's database or CRM
- Run regular data quality checks and clean duplicate or outdated entries
- Generate reports and extracts for management, fundraising, or operational teams
- Support staff with database queries, training, and troubleshooting
- Maintain data entry standards, templates, and documentation
- Assist with database imports, exports, and system migrations
- Monitor compliance with data protection and privacy policies
- Liaise with IT or external vendors on system issues and upgrades
Required — and what would make a candidate excellent.
- Associate's or bachelor's degree, or equivalent practical experience
- 1-3 years of experience working with databases or CRM systems
- Strong attention to detail and data accuracy
- Proficiency in spreadsheet software and basic database query tools
- Good written and verbal communication skills
- Experience with CRM platforms such as Salesforce, Raiser's Edge, or similar
- Basic SQL or query-writing skills
- Experience in a nonprofit, membership, or public-sector setting
Eight steps from download to publish.
- 01Open the Database Officer job description in Word or your one-click Google Docs copy.
- 02Replace placeholders for company name, reporting line, and location with your specifics.
- 03Tighten the summary to one paragraph that names the team's outcome, not just the role.
- 04Edit the responsibilities to match the actual scope of the seat — aim for 6 to 8 items, not 12.
- 05Separate required qualifications from preferred. Required is what a candidate must have to do the work on day 30; preferred is what would make them excellent in year two.
- 06Add salary range guidance using BLS, Payscale, or your own band data — do not copy generic figures.
- 07Have the hiring manager and one peer read it. Cut anything that wouldn't survive a candidate question.
- 08Publish to your ATS, intranet, and external careers page.
The right document at the right moment.
Use this Database Officer job description any time you are opening or reopening a seat at this level. The entry band sets the calibration — copy the document, tighten it to your specific scope, and circulate to the hiring panel before the first interview.
The reporting line (Database Manager or Operations Manager) and skills list are starting points. Override either if your org structure or stack differs from the norm — the template is a draft, not a contract.
Honest answers before you download.
- What systems does a Database Officer typically work with?
- Most Database Officers work within a CRM or case-management system such as Salesforce, Raiser's Edge, or a custom in-house database, depending on the sector.
- Is coding experience required?
- No. Most Database Officer roles require strong data-entry accuracy and basic query skills rather than programming, though SQL familiarity is a plus.
Other documents in this neighbourhood.
Database Manager
A Database Manager oversees the design, security, performance, and availability of an organization's database systems.
Data Specialist
A data specialist collects, organizes, and maintains data used across an organization's operations and reporting.
Data Entry Specialist
A Data Entry Specialist inputs, updates, and verifies data across company systems and databases.
This Database Officer job description is a professionally drafted starting point for your hiring process and is not legal advice. Hiring practice varies by jurisdiction (e.g. pay-transparency laws differ across US states and AU jurisdictions). Adapt this document for your specific location and have employment counsel review any clauses you add before publishing. Salary varies by region, employer type, and experience. Reference BLS or current industry surveys for ranges. Full disclaimer.