How to write a Data Entry Clerk job description

Your job description is the first touchpoint between your company and your new hire. With millions of people searching for jobs on Indeed each month, a great job description can help you attract the most qualified candidates to your open position. To get you started, here are some tips for creating an effective job description.

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What does a Data Entry Clerk do?

Data Entry Clerks are typically responsible for entering and updating data into a computer system or software. Additional duties include reviewing and fact-checking information such as invoices and payslips, indexing and filing documents, evaluating and processing reports and other tasks as may be assigned by the supervisor in charge.

Data Entry Clerk job title

A great job title typically includes a general term, level of experience and any special requirements. The general term will optimize your job title to show up in a general search for jobs of the same nature. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. And if your position is specialized, consider including the specialization in the job title as well. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking.

Examples of Data Entry Clerk job titles

  • Data Entry Clerk
  • Senior Data Entry Clerk
  • Data Entry Clerk (Accounts Payable)
  • Data Entry Clerk (Part-Time)
  • Data Entry Specialist

Data Entry Clerk job summary

A great job description starts with a compelling summary of the position and its role within your company. Your summary should provide an overview of your company and expectations for the position. Outline the types of activities and responsibilities required for the job so job seekers can determine if they are qualified, or if the job is a good fit.

Example of a Data Entry Clerk job summary

Our oil and gas firm seeks a reliable Data Entry Clerk to join our accounts payable department. The successful candidate will have quick typing skills, an analytical mind, exceptional attention to detail and a passion for precision. We’re looking for a long-term employee who wants to grow within our business. With offices in three cities, we have the growth potential to offer potential promotions to the right candidate. If you enjoy data entry and can work efficiently in a fast-paced office setting, please get in touch.

Data Entry Clerk responsibilities and duties

The responsibilities and duties section is the most important part of the job description. Here you should outline the functions this position will perform on a regular basis, how the job functions within the organization and who the job reports to.

Examples of Data Entry Clerk responsibilities

  • Review, fact-check and process invoices for payout
  • Index invoices and file them in the appropriate places
  • Identify unpaid invoices and notify the appropriate parties
  • Disperse and monitor petty cash resources
  • Evaluate and process expense reports from employees and executives
  • Prepare checks for disbursement
  • Maintain accurate and thorough vendor records
  • Evaluate and approve POs
  • Establish positive rapport with employees and vendors
  • Fill in on AR side when needed

Data Entry Clerk qualifications and skills

Next, outline the required and preferred skills for your position. This may include education, previous job experience, certifications and technical skills. You may also include soft skills and personality traits that you envision for a successful hire. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms.

Examples of Data Entry Clerk skills

  • 3+ years’ data entry experience or AP experience
  • Bachelor’s Degree in Finance or Business accepted in lieu of experience
  • 10-key speed of at least 8,000 KPH with minimal errors
  • Ability to maintain confidentiality with regard to financial matters
  • Excellent bookkeeping and organizational skills
  • Comfortable with accepting and applying constructive criticism
  • Advanced mathematical skills

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Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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