Data entry clerk job description template

Position Identification Details

1. Position Summary

The Data Entry Clerk enters, checks and updates information in the systems [ORGANIZATION_NAME] runs on. Typical work includes keying in orders, invoices, timesheets, customer and supplier records, and survey or inspection forms, then checking them against the source document and fixing errors. The clerk reports to [REPORTS_TO_TITLE] and works mainly in [MAIN_SYSTEMS] and spreadsheets. Accurate, up-to-date records that other people can rely on without double-checking are what this job delivers.

2. Key Responsibilities

2.1 Entering data (50%)

• Enter information from paper forms, PDFs, emails, scanned documents and online forms into [MAIN_SYSTEMS].
• Key in sales orders, purchase orders, supplier invoices, receipts, timesheets or other documents as assigned.
• Create and update customer, supplier, product and employee records.
• Scan and attach source documents to the matching record.
• Work through the daily queue in order of priority set by [REPORTS_TO_TITLE] and meet the daily cut-off times.

2.2 Checking and fixing data (20%)

• Check entries against the source document before saving, especially numbers, dates, names and amounts.
• Run the checks or reports set up by [REPORTS_TO_TITLE] to find missing fields, duplicates and errors.
• Merge duplicate records and correct errors following the steps in the procedure.
• Flag documents that are unreadable, incomplete or do not match, and follow up with the person who sent them.

2.3 Imports, exports and spreadsheets (10%)

• Prepare spreadsheets for import, using the right column format, and check the import results.
• Export data and build simple reports and lists using filters, sorting and basic formulas.
• Keep shared spreadsheets tidy and up to date.

2.4 Filing and records (10%)

• Name, file and store electronic documents in the right folders.
• File, scan and archive paper records, and prepare old records for storage or secure shredding following [ORGANIZATION_NAME]'s records schedule.
• Keep a log of batches entered so work can be traced if questions come up later.

2.5 Privacy and security (5%)

• Handle personal and financial information only as needed for the task, and never share it outside the people who need it.
• Lock the screen when away from the desk, use strong passwords, and never share login details.
• Report possible privacy breaches, such as a misdirected email or lost document, to [REPORTS_TO_TITLE] right away.
• Watch for phishing emails and fake invoices, and check before acting on unusual requests to change bank details.

2.6 Office support (5%)

• Answer questions from co-workers about records and status of entries.
• Help with other office tasks such as mail, scanning and answering phones when the queue is clear.
• Suggest improvements to forms and procedures that would reduce errors.

3. Qualifications & Experience

Role Qualification Standards

4. Competencies

Core Competencies

5. Working Conditions & Performance Measures

5.1 Working Conditions and Physical Demands

This is office work, mostly at a computer. The table shows what the job normally involves. We will look at accommodation for a worker who needs it, up to the point of undue hardship, as human rights law requires.

Physical Demands and Working Environment

5.2 Performance Measures

Key Performance Indicators

5.3 Career Path

• Typical Prior Roles: Receptionist, office clerk, retail or call centre worker, student or co-op placement.
• Typical Next Roles: Accounting clerk, accounts payable or receivable clerk, payroll clerk, inventory clerk, administrative assistant, data or reporting analyst.

5.4 Position Acknowledgement

This job description sets out the main duties, working conditions and qualifications for the Data Entry Clerk role at [ORGANIZATION_NAME]. It is not a list of every task. The job can change as the business changes. If it changes in a real way, we will update this document and talk it through with the employee first.

Employee Sign-Off:

Name: [EMPLOYEE_NAME] Signature: _____ Date: _______

Manager Sign-Off:

Name: [MANAGER_NAME] Title: [REPORTS_TO_TITLE] Signature: _____ Date: _______

What to fill in