How to write a Data Entry 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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Data Entry job title

A great job title typically includes a general term, level of experience and any special requirements. The general term will optimise 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 specialised, consider including the specialisation 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 job titles

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

Data Entry 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 job summary

Our oil and gas firm seeks a reliable person for data entry 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 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 organisation and who the employee reports to.

Examples of Data Entry 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 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 skills

    3+ years’ data entry experience or AP experience
    Bachelor’s degree in finance or business accepted in lieu of experience
    Speed of at least 8,000 KPH on the number keys with minimal errors
    Ability to maintain confidentiality with regard to financial matters
    Excellent bookkeeping and organisational skills
    Comfortable with accepting and applying constructive criticism
    Advanced mathematical skills

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