Job Title: Contracts and Database Specialist

Reports To: Director of Finance

FLSA Status: Exempt

Approved By: CEO & Director of Finance

Approved Date:  10 Feb 2014


I. Purpose and Summary of Position

The Texas Council on Family Violence is a statewide organization representing a network of domestic violence programs that provide direct services to victims and their families, and serves as the voice of victims at the state level while working with local communities to create strategies to prevent family violence.

The Contracts and Database Specialist is a member of the Finance team. He/She works to strengthen the agency by providing efficient contract and funder management and reporting systems, provides analytical utilizing existing database resources and identifying new data collection systems and processes.  Data collected is used to inform funder and donor reports as well as synthesize the Council’s activities on training, technical assistance, and deliverables.  Must have knowledge of database techniques and the ability to work independently and envision analysis needs.  Excellent organizational and communication skills

 II. Priority Functions / Accountabilities

  1. Grant/Donor/Funder contract management:
    • Monitors project progress by tracking activity, resolving problems, publishing progress reports, recommending actions.
    • Works effectively with end users, IT and cross-functional teams.
    • Manages contract and grant records, correspondence, and amendments.
    • Maintains strong familiarity with grant regulations and conditions as internal expertise on funded awards & contracts.
    • Completes progress reports for all government-funded grants, monitor compliance with grant requirements and deliverables.
    • Prepares periodic operational data reports to track outcomes and services provided.
    • Maintains calendar and coordination of funder reporting and prepare CEO and Director of Finance to meet funder timelines.
    • Assists with compilation of statistics internally for the Texas Council.
  2. Prepares technical reports by collecting, analyzing, and summarizing information:

    • Brings creative lens to bolster existing projects and identify new approaches/projects
    • Manages databases to track technical assistance calls and agency activities; trains staff in use of the databases.
    • Creates reports and analyses of agency activities as necessary.
    • Participates in development and maintenance of ETO, NEON and other databases; assists in migrating data as agency sets up new databases; manages and modifies existing databases.
    • Trains staff in use of databases.
    • Queries information as necessary to create reports.

3. Financial/Administrative

    • Manages agency’s resources responsibly.
    • Develops and maintains sound financial practices with contractors and vendors.
    • Prepares daily deposit.
    • Serves as back up for data entry of accounts payable.
    • Serves as back up for grant billing.

III. Minimum Knowledge, Skills, and Abilities Required: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    • Dedicated, energetic and detail oriented and thrive in a dynamic environment.
    • Demonstrated ability to multi-task and work under tight and/or changing timelines; disciplined time management skills to coordinate and prioritize own and others’ activities, evaluate progress and provide feedback, and to reallocate resources to complete activities within set deadlines.
    • Self-starter, able to work independently, enjoys creating and implementing new initiatives.
    • Excellent writing/editing and verbal communication skills.
    • Accounts Payable
    • A minimum of three years of progressively responsible experience in a related field.
    • Bachelor’s degree in related field.

IV. Working Conditions and Environment/Physical Demands: Ability to read, write and converse in English, to travel as needed and tolerate prolonged sitting or standing.  Must possess the emotional and physical stamina to deal with a variety of stressful situations, such as: responding to complaints; handling difficult internal and external interactions; effectively working long and, at times, odd hours; maintaining a sense of humor throughout.


The above statements are intended to describe the general nature and minimum level of work being performed.  They are not intended to be construed as exhaustive of all duties, responsibilities and skills required for the position.  The employee will be required to perform any other job-related duties as required by the job objectives, the CEO and mission and philosophy of TCFV.