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If you’ve searched “Clerical Data Entry job description,” you’ve probably seen the same copy-paste articles over and over again.
They all look alike:
Bullet points. Generic language. No personality. And zero insight into what actually attracts great candidates.
But here’s the truth:
A great data entry professional isn’t just someone who types quickly—they’re detail-obsessed, reliable, organized, and often the quiet engine behind smooth operations.
So if your job post sounds like it was written by a bot, you’re not going to attract someone who cares about getting things right.
This guide is different.
We’re not here to give you another lifeless template. We’re going to show you:
- What a clerical data entry role really involves
- How to write a job post that resonates with top talent
- Two ready-to-use templates—one for experienced hires, one for trainable talent
- And how to avoid the biggest mistakes that lead to low-effort applicants
We’ll even show you how to use AI the smart way—without ending up with a post that sounds like every other one online.
Before we get into examples, if you haven’t already, check out our full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/. It walks through everything you need to know—from structure to tone to candidate psychology.
Let’s start by breaking down what this role is—in plain English.
Don’t let bad hires slow you down. WorkScreen helps you find the right people—fast, easy, and stress-free.
What the Clerical Data Entry Role Actually Is
Let’s keep this simple.
A clerical data entry professional is someone who keeps your information organized, accurate, and accessible. They input data, update records, maintain filing systems, and help make sure that your operations run smoothly behind the scenes.
It might not sound glamorous, but this role is mission-critical—especially in industries like healthcare, logistics, education, and finance where clean data is non-negotiable.
And while typing speed and software familiarity matter, here’s what actually makes someone great at this job:
- Attention to detail — they spot typos most people miss
- Consistency — they do it right, even when it’s repetitive
- Confidentiality — they handle sensitive data with care
- Organization — they know where everything goes (and can find it again fast)
- Calm under pressure — they stay focused when deadlines are tight or systems go down
This isn’t just about checking boxes. You’re hiring someone who quietly keeps your workflows together. When the wrong data gets entered, it creates ripple effects—missed shipments, billing issues, compliance problems, and costly mistakes.
A great clerical data entry hire prevents that from happening.
Two Great Clerical Data Entry Job Description Templates
✅ Option 1 – Job Description For Experienced Clerical Data-Entry Specialist
📌 Job Title: Clerical Data-Entry Specialist – Keep BrightPath Logistics Running Smoothly
📍 Location: Hybrid in Atlanta, GA (3 days on-site / 2 days remote)
💼 Employment Type: Full-Time | $18–$22 per hour (based on experience)
🕐 Schedule: Monday–Friday, 9 AM–5 PM (flexible start within 8–10 AM window)
📹 A quick hello from your future manager
(2-minute Loom video from our Operations Manager on why this role matters – insert link)
Who We Are
BrightPath Logistics is a 65-person e-commerce fulfillment company serving mid-sized brands across the Southeast. From our 120,000 sq ft Atlanta hub, we process 20,000+ orders a day—so clean data and precise records literally keep the trucks rolling. We value accuracy, transparency, and teamwork because one bad keystroke can snowball into thousands of shipping errors.
🧠 What You’ll Be Doing
- Enter order, inventory, and billing data into Netsuite & Google Sheets
- Reconcile inbound and outbound shipments daily
- Flag discrepancies so ops can fix issues before they hit customers
- Maintain digital file structures in Drive (naming conventions matter!)
- Create weekly accuracy reports for the fulfillment team
- Support Accounts Receivable with invoice edits & PO cross-checks
✅ What We’re Looking For
- 1+ year of clerical or data-entry experience
- 50+ WPM typing speed and comfort with spreadsheets
- Eagle-eyed attention to detail—typos make you twitch
- Familiarity with ERPs or CRMs (Netsuite a plus)
- Dependable communicator who owns their deadlines
🎁 Perks & Benefits
- Health, dental & vision (100 % employer-paid for employees)
- 401(k) with 4 % match after six months
- $600 annual “Desk Upgrade” stipend for ergonomic gear
- 15 PTO days + 8 paid holidays
- Free onsite parking & monthly team lunches
🚀 Why This Role Is a Great Fit
BrightPath’s data team is small—you’ll be the go-to person we rely on to keep numbers straight and customers happy. You’ll have direct access to ops leadership, plenty of autonomy, and room to pitch process improvements that save real money (and headaches). Precision lovers thrive here; we notice and reward it.
📥 How to Apply
We hire through WorkScreen.io so we can evaluate skills—not just résumés. Click below, complete the short assessment, and see exactly where you stand. No ghosting, ever.
→ [Insert WorkScreen link]
✅ Option 2 – Job Description For Entry-Level Data-Entry Clerk (We’ll Train You!)
📌 Job Title: Entry-Level Data-Entry Clerk – Join Piedmont Billing Services
📍 Location: On-site in Charlotte, NC (South End)
💼 Employment Type: Full-Time | $15–$17 per hour
🕐 Schedule: Monday–Friday, 8 AM–4 PM
📹 Meet the team in 90 seconds
(Short YouTube intro from our Billing Director explaining culture – insert link)
Who We Are
Piedmont Billing Services partners with 70+ independent medical clinics across North Carolina. Our 40-person back-office converts patient visits into clean claims—and gets doctors paid faster. We’re big on accuracy, empathy, and continuous learning. Many of our senior staff started in entry-level roles just like this one.
🧠 What You’ll Be Doing
- Enter patient demographics & visit details into Kareo
- Scan and label EOBs, referrals, and chart notes
- Double-check insurance data for typos or missing fields
- Learn HIPAA-compliant filing practices (we’ll train you)
- Pitch in on envelope stuffing / batch mailing twice a week
✅ What We’re Looking For
- High-school diploma or GED
- Basic typing & computer navigation skills
- Reliability: you show up on time and meet daily quotas
- Eagerness to learn medical billing basics
- Friendly attitude—our clinics depend on us!
No prior office experience required. If you’re precise, punctual, and ready to grow, we’ll teach you the rest.
🎁 Perks & Benefits
- Health, dental & vision after 90 days
- $1,000 annual tuition reimbursement for approved courses
- 10 PTO days in year 1 (scales to 15 by year 3)
- Transit stipend (Light-Rail pass) or free parking
- Friday breakfast & quarterly team outings
🚀 Why This Role Is a Great Fit
You’ll gain hands-on exposure to the healthcare revenue cycle—skills that can springboard you into coding, billing, or office management. We promote from within and provide formal mentorship. Your eye for detail will keep clinics paid and patients happy, making a direct impact on community healthcare.
📥 How to Apply
We respect your time, so our entire process runs through WorkScreen.io:
- Click the link below.
- Complete a quick skills evaluation (takes ~15 minutes).
- Get feedback—and if there’s a match, we’ll invite you to a short Zoom chat.
→ [Insert WorkScreen link]
Build a winning team—without the hiring headache. WorkScreen helps you hire fast, confidently, and without second-guessing.
Why These Clerical Data Entry Job Posts Work
These aren’t just well-written job posts—they’re designed to attract better candidates and filter out low-effort ones. Here’s a breakdown of what makes them so effective:
✅ 1. The Job Titles Are Clear and Specific
- Instead of “Data Entry Clerk,” we use:
- “Clerical Data-Entry Specialist – Keep BrightPath Logistics Running Smoothly”
- “Entry-Level Data-Entry Clerk – Join Piedmont Billing Services”
These titles immediately communicate the level, function, and context of the role—making the post more searchable and relevant. No guesswork.
✅ 2. The Intros Are Human and Purpose-Driven
- Both posts open with a friendly, direct message that shows why the role matters.
- The experienced post speaks to people who love structure, accuracy, and autonomy.
- The entry-level version welcomes applicants with zero experience—but high potential.
This sets the tone and connects emotionally with the right candidates.
✅ 3. They Include a Short Video From the Hiring Manager
- A simple Loom or YouTube video gives your job post a human face.
- It builds trust, shows effort, and helps applicants picture the team dynamic.
It’s a small touch that massively increases candidate confidence and application rates.
✅ 4. “Who We Are” Is Not Generic
- Each company description is specific, contextual, and real.
- It tells the applicant what the company actually does, what scale they operate at, and what they care about.
This separates you from 90% of job posts that say things like “we’re a fast-paced, results-driven team.” 🙄
✅ 5. The Responsibilities Are Clear and Practical
- Instead of vague tasks like “manage records,” you get real duties:
- “Reconcile inbound and outbound shipments daily”
- “Scan and label EOBs, referrals, and chart notes”
This makes it easier for candidates to see themselves in the role, and builds clarity about expectations.
✅ 6. The Requirements Are Focused—Not Overloaded
- Both posts list what actually matters for success—and distinguish between must-haves and nice-to-haves.
- The entry-level post especially encourages newer candidates to apply without fear.
This increases your talent pool without lowering your standards.
✅ 7. Perks and Benefits Are Transparent
- Compensation is stated upfront (hourly rates, not just “competitive pay”).
- Benefits are real and tangible—PTO, health insurance, stipends, and flexibility.
Top candidates appreciate clarity and honesty—especially in competitive markets.
✅ 8. The “Why This Role Is a Great Fit” Section Makes a Strong Pitch
- This is your moment to sell the opportunity—and both posts do it well.
- They explain how the role contributes to the business and what’s in it for the employee beyond a paycheck.
This section turns a task-based job into a career move.
✅ 9. The Application Process Is Respectful and Modern
- Clear next steps.
- WorkScreen.io skill evaluation instead of a résumé black hole.
- Explicit promise: “No ghosting.”
This shows you respect the applicant’s time—and it sets you apart in a big way.
Bad Clerical Data Entry Job Description Example (And Why It Fails)
📌 Job Title: Data Entry Clerk
🏢 Company: ABC Corporation
💼 Job Type: Full-Time
📅 Application Deadline: Open until filled
Job Summary
We are looking to hire a data entry clerk who will be responsible for inputting data into spreadsheets and databases. The ideal candidate will be detail-oriented and able to work with minimal supervision.
Key Responsibilities
- Input data into Excel spreadsheets
- Maintain files
- Perform other administrative tasks as required
Requirements
- High school diploma or equivalent
- Must be proficient in typing
- Knowledge of Microsoft Office
- Good organizational skills
How to Apply
Interested applicants should send their resume and cover letter to hr@abccorp.com. Only shortlisted candidates will be contacted.
🔍 Why This Job Post Falls Flat
❌ 1. The Job Title Is Too Generic
“Data Entry Clerk” tells you what the job is, but not why it matters, who it’s for, or what type of environment it’s in. There’s no detail, no personality, and no draw.
❌ 2. The Introduction Lacks Context and Connection
The job summary is vague and reads like it was copied from a textbook. There’s no mention of the company’s mission, what kind of data they deal with, or why the role is important.
❌ 3. Responsibilities Are Bare Minimum
“Input data into Excel” and “perform other administrative tasks” could apply to any job. There’s no attempt to describe the actual workflow, tools used, or day-to-day impact. It shows no respect for the complexity of the work.
❌ 4. No Salary, No Benefits, No Perks
This post offers zero information about compensation or perks. No PTO, no flexibility, no team culture. It sends a message: “You should be grateful we’re hiring.” That’s not how you attract great people.
❌ 5. The Requirements Are Basic and Uninspiring
“Proficient in typing” and “good organizational skills” feel like filler phrases. They don’t say anything about what makes someone thrive in the role or how the company defines success.
❌ 6. The Hiring Process Feels Cold
“Only shortlisted candidates will be contacted.”
That’s it. No explanation of what happens after applying, no timeline, no sense of respect for the applicant’s time. It feels dismissive—and top candidates will move on.
❌ 7. The Post Lacks Any Personality
There’s no voice, no story, no spark. It feels like a formality. And when a post feels like a formality… applicants treat it like one too (or ignore it entirely).
Bonus Tips to Make Your Job Post Stand Out
Even a well-written job description can get lost in a sea of sameness. Here are some simple but powerful ways to make your post feel safer, more human, and more attractive—especially for thoughtful candidates who care where they work.
✅ 1. Add a Security & Privacy Notice to Build Trust
Online job scams are everywhere. Including a short statement about your hiring ethics makes legitimate candidates feel safer.
Example:
“We take your privacy seriously. We will never ask for bank details, passwords, or payment of any kind during the hiring process. All communication will come from an official company email address.”
This kind of transparency tells candidates: we’re a real company that respects your time and safety.
✅ 2. Mention Leave Days or Flex Time
Work-life balance matters—and your job post should reflect that. Even a simple mention of PTO or flex hours helps candidates picture what it’s like to work with you.
Example:
“Enjoy 15 paid days off per year (plus holidays) to recharge and stay energized.”
“Start anytime between 8–10 AM—we believe in flexible productivity.”
These small details create emotional pull and signal that you actually care about people.
✅ 3. Highlight Training and Growth Opportunities
Great candidates don’t just want a paycheck—they want to grow. Even entry-level applicants want to know there’s a path forward.
Example:
“You’ll receive on-the-job training in our billing and filing systems, and we offer a $1,000/year reimbursement for approved courses.”
“Many of our team members have grown from entry-level data roles into leadership positions over time.”
This helps you attract motivated, long-term thinkers, not just task-fillers.
✅ 4. Add a Loom or YouTube Video From the Hiring Manager
You’ve seen this mentioned in the templates—but it’s worth repeating.
A short, friendly video (even 60–90 seconds long) does three powerful things:
- Humanizes the team and work culture
- Builds credibility
- Boosts application rates—especially for remote roles
Tip: You don’t need professional equipment. Just record a quick Loom explaining who you are, why the role matters, and what kind of teammate you’re looking for.
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
✅ 5. Use a Clear, Encouraging Call to Action
End your post like you’re talking to a real person—not issuing a command. Avoid cold phrases like “Only shortlisted candidates will be contacted.”
Instead, say something like:
“We’d love to get to know you. Click the link below to complete a short evaluation, and we’ll follow up personally—no ghosting.”
Warm, respectful language = better applicants.
Should You Use AI to Write a Job Post?
Short answer? Yes—but only if you use it the right way.
AI tools like ChatGPT, Jasper, and even job boards like Workable or Manatal now offer “one-click” job post generators. And while they might seem like a time-saver, they come with a hidden cost:
⚠️ Why You Shouldn’t Rely on AI Alone
One-click AI-generated job descriptions often sound like this:
“The ideal candidate will possess strong communication skills, attention to detail, and be a team player in a fast-paced environment.”
Sound familiar? That’s because everyone is using the same tool, the same inputs, and getting the same robotic output.
Here’s the problem:
- It attracts generic candidates who aren’t aligned with your company or role
- It lacks emotion, specificity, and personality
- It reflects poorly on your brand—especially to top performers who know better
- It often fails to represent your actual culture or expectations
Your job post is your first impression with a potential teammate. If it reads like it was written in 10 seconds by a bot… they’ll treat the application the same way.
✅ The Right Way to Use AI in Job Posts
AI isn’t the enemy. It’s a tool. But you need to give it the right ingredients.
Here’s how to prompt AI like a pro:
🔧 Example Prompt:
“Help me write a job post for our company, Piedmont Billing Services. We’re hiring an Entry-Level Data Entry Clerk to help with scanning, labeling, and inputting patient billing info.
Our culture is detail-oriented, supportive, and focused on healthcare outcomes.
We want to attract candidates who are reliable, patient, and eager to learn.
We offer $15–$17/hr, health/dental after 90 days, tuition reimbursement, and mentorship.
Here are some rough notes I’ve written to start with: [Insert your notes].”
Let AI help shape, organize, and polish—but don’t let it write from scratch without context.
🧠 Think of AI Like a Smart Assistant, Not a Mind Reader
Feed it your:
- Role specifics
- Team culture
- Benefits
- Candidate traits you value
- Notes or bullet points you’ve jotted down
Then ask it to turn that into something clear, structured, and conversational. Use it to enhance—not replace—your voice.
WorkScreen simplifies the hiring process, helping you quickly identify top talent while eliminating low-quality applications. By saving you countless hours and reducing the risk of bad hires, it empowers you to build a team that delivers results
Need a Quick Copy-Paste Job Description?
✅ Option 1: Culture-First Job Description (Conversational Style)
📌 Job Title: Clerical Data Entry Specialist – Join a Team That Values Accuracy and Growth
📍 Location: [Insert Location or “Remote”]
💼 Employment Type: [Insert Full-Time or Part-Time]
💵 Compensation: $[Insert Salary Range] per hour
🕐 Schedule: [Insert Work Hours or Flex Policy]
📹 A quick message from your future manager
Insert a Loom or YouTube link here — even a 60-second phone-recorded intro helps your post stand out.
Who We Are
We’re [Company Name]—a [brief descriptor: “logistics firm,” “software provider,” “healthcare billing company,” etc.]. We help [insert who you serve] by [insert what you do], and we believe behind every efficient team is a system that runs smoothly—and that starts with clean data.
We value accuracy, consistency, and respect for each other’s time. The data you manage might be invisible to clients, but it’s the reason we stay organized, responsive, and successful.
🧠 What You’ll Be Doing
- Enter structured data into spreadsheets, CRMs, or internal tools
- Double-check entries for formatting, accuracy, and consistency
- Maintain digital file systems so team members can quickly find what they need
- Support clerical tasks like document labeling, scanning, printing, and formatting
- Communicate with other departments when issues arise in the data
✅ What We’re Looking For
- Prior experience in data entry or clerical admin (1+ year preferred but not required)
- Comfortable using spreadsheets and digital filing tools
- High attention to detail—even on repetitive tasks
- Reliable, process-oriented, and focused
- Friendly team player who follows through on deadlines
🎁 Perks & Benefits
- $[Insert Salary] per hour
- Paid time off and holidays
- Health, dental, and vision insurance
- Learning & development support
- A no-drama, respectful team environment
🚀 Why This Role Is a Great Fit
This role is perfect for someone who gets satisfaction from doing things right. If you’re organized, steady, and want to be part of a team that notices the little things—you’ll thrive here. You’ll have room to grow, a stable role with clear responsibilities, and people who appreciate your work.
📥 How to Apply
We use WorkScreen.io to make hiring fast and fair. Instead of a resume, just complete a short evaluation to help us understand how you work.
Click below to apply:
→ [Insert WorkScreen Link]
✅ Option 2: Structured Job Description (Traditional Format)
Job Title: Clerical Data Entry Clerk
Location: [Insert Location or Remote]
Employment Type: [Insert Full-Time or Part-Time]
Compensation: $[Insert Salary Range] per hour
Schedule: [Insert Days & Hours]
📹 Meet your future team
Add a short Loom or YouTube video from your hiring manager here to introduce the company and make your post feel more personal.
Who We Are
At [Company Name], we support [your clients/customers/team] by keeping every record accurate and accessible. Whether it’s updating inventory, handling billing info, or organizing internal records—we know small details lead to big wins.
We’re looking for someone who’s focused, dependable, and cares about getting it right the first time.
Job Brief
We’re hiring a Clerical Data Entry Clerk to maintain accurate records and support our internal processes. You’ll handle digital data entry, file management, and light clerical tasks to help our teams work more efficiently.
Key Responsibilities
- Enter and update information into internal databases
- Perform clerical tasks such as scanning, printing, or formatting documents
- Organize digital folders using consistent naming and tagging conventions
- Review data for errors and resolve inconsistencies
- Support reporting, records, and admin documentation
Requirements
- High school diploma or equivalent
- Basic typing, data entry, and file management skills
- Attention to detail, especially in repetitive tasks
- Familiarity with Excel or Google Sheets preferred
- Ability to stay focused and meet deadlines with minimal oversight
Perks & Benefits
- Hourly pay starting at $[Insert Rate]
- Health, dental, and vision insurance
- Paid time off + observed holidays
- Onboarding and training for all tools and systems
- Friendly, organized work culture
📥 How to Apply
All applications go through WorkScreen.io. You’ll complete a short evaluation to help us understand how you work—not just what’s on your résumé.
Click here to apply:
→ [Insert WorkScreen Link]
Why You Should Use WorkScreen After You Post the Job
Once you’ve written a strong job post, the next step is critical:
Evaluating applicants quickly, fairly, and confidently.
That’s where WorkScreen.io comes in.
Instead of spending hours reviewing resumes or dealing with low-effort applicants, WorkScreen helps you focus only on the people who can actually do the job.
Here’s how:
✅ WorkScreen helps you spot your best candidates automatically
Every applicant completes a short, role-specific skill test.
WorkScreen instantly evaluates, scores, and ranks them on a performance-based leaderboard—so you can clearly see who rises to the top.
✅ You can administer one-click skill tests without friction
No back-and-forth emails. No downloads.
Just click “Generate Test,” share the job post link, and let the platform do the rest.
You’ll assess candidates based on real-world ability, not just resumes or job titles.
✅ It filters out low-effort and AI-generated applications
WorkScreen helps you avoid:
- Candidates who click “Apply All” without reading
- Copy-paste AI-generated cover letters
- Applicants who ghost after step one
You’ll spend less time sorting through noise—and more time engaging with serious people.
✅ You’ll make smarter, faster, data-driven hiring decisions
No more guessing.
With WorkScreen, your shortlist is built on performance, not gut feel.
If you’re tired of wasting time on resumes that don’t tell the full story—or if you’ve ever hired someone who looked great on paper but couldn’t deliver—WorkScreen is your upgrade. Click below to start using it with your next job post.
FAQ
Look for a combination of technical accuracy and personal reliability. Core skills include:
- Fast and accurate typing (ideally 50+ WPM)
- High attention to detail and error-checking
- Familiarity with tools like Excel, Google Sheets, or database software
- Strong file organization and documentation habits
- Basic knowledge of confidentiality or data handling protocols
- Dependability and consistency—especially in repetitive tasks
Bonus: A calm, focused demeanor and the ability to stay organized under tight timelines.
As of 2024 data:
- Entry-level positions: $14–$17/hour
- Experienced professionals: $18–$22/hour
- Specialized roles in finance, healthcare, or legal sectors: up to $25/hour+
Salaries vary depending on location, industry, experience level, and whether the role is remote or on-site.
Often, yes—especially if your company has digital systems in place.
Many clerical data entry tasks (like updating spreadsheets, filing digital documents, or entering CRM data) can be performed from home. That said, some companies still prefer on-site work for tasks involving physical files, printing, or in-person coordination.
Tip: Be clear in your job post about where the role is based and whether remote or hybrid work is allowed.
The best way is to use a short, real-world task—not just an interview or resume.
For example:
- Ask them to transcribe a document with mixed formatting
- Give them a short Excel task with missing or duplicate data
- Use a tool like WorkScreen.io to automate this with one-click skill tests
This shows you how they actually work under realistic conditions—not just how well they talk about it.
While tools vary by company, the most common ones include:
- Microsoft Excel or Google Sheets
- Document tools like Microsoft Word or Google Docs
- Cloud storage platforms like Dropbox, Google Drive, or SharePoint
- CRM or ERP systems (e.g., Salesforce, QuickBooks, Netsuite)
- Scanning/labeling tools for digitizing paperwork
It’s more important that they’re willing and able to learn new tools quickly than having used the exact ones you use.
