Share
If you’ve Googled “Data Capture Clerk job description,” you’ve probably seen the same generic thing over and over again—
Bullet points. Boring text. Zero insight into what actually makes a great hire.
Here’s the truth:
Most job description templates online don’t actually help you attract qualified candidates.
They just fill space.
They skip over what actually matters—like how to explain the role clearly, how to connect with mission-driven people, and how to write a post that filters in the right applicants and filters out the wrong ones.
So in this article, we’re going to do things differently.
You’ll learn what a Data Capture Clerk really does (in plain English), how to write a compelling job description that gets noticed, and how to avoid the classic mistakes that scare away great candidates.
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.
Now, let’s talk about what a Data Capture Clerk actually does—and why this role is more important than most people think.
Are you struggling with recruiting at volume? If yes,you are probably dealing with too many applications or are overwhelmed with one-click AI applications. If you are tired of going through such challenges trying to identify the best candidate, Workscreen.io is your best solution to high volume recruiting. Workscreen.io eliminates the frustration of going through numerous applications and helps you identify the best talent quickly in high volume recruiting. We ensure that you focus on the best candidates to establish a team that delivers results. We will show you the easiest and most efficient way to do high-volume recruiting with Workscreen.io.
Don’t let bad hires slow you down. WorkScreen helps you identify the right people—fast, easy, and stress-free.
What A Data Capture Clerk Actually Does - Their Roles
A Data Capture Clerk is someone who makes sure the information flowing through your business is clean, organized, and usable.
In plain terms:
They take raw data—like handwritten forms, scanned documents, or digital submissions—and enter it accurately into your internal systems or databases.
But the job isn’t just about typing fast.
It’s about being accurate, detail-oriented, and reliable—because even one small mistake can throw off reports, confuse teams, or create compliance risks.
They’re the quiet force behind operational efficiency.
If your team deals with large volumes of data—especially in industries like finance, healthcare, logistics, or admin support—a great data capture clerk helps prevent chaos, reduce errors, and keep everything running smoothly.
It’s a role that demands focus, consistency, and trust.
And if you’re hiring for it, how you describe the role will directly impact the kind of candidates who apply.
Two Great Data Capture Clerk Job Description Templates
✅ Option 1: Job Description For Experienced Data Capture Clerk — Culture-First Style
📌 Job Title: Data Capture Clerk Needed at SwiftMove Logistics
💼 Full-Time | Nairobi HQ | KES 45,000–60,000/month
🕒 Schedule: Mon–Fri | 8:30 AM – 5:00 PM
🎥 A quick hello from your future manager: [Loom video link—60 sec]
About SwiftMove Logistics
SwiftMove is a Kenyan-owned freight and warehousing company trusted by over 300 e-commerce brands across East Africa. We combine tech-powered tracking with a people-first culture to deliver parcels fast, accurately, and with zero excuses.
Why This Role Is a Great Fit
Every delivery starts with data. If you thrive on precision and want your work to move millions of shillings’ worth of goods without a hitch, you’ll feel right at home here. Your accuracy helps us keep customer promises and avoid costly compliance mistakes.
What You’ll Be Doing
- Enter shipment docs, invoices, and PODs into our CargoTrack ERP
- Cross-check entries against dispatch logs and finance reports
- Flag and fix discrepancies before they snowball
- Maintain tidy digital and paper archives for audits
- Liaise with warehouse and finance teams to keep data flowing
Perks & Benefits
✔ 18 days paid leave + 5 flex WFH days per quarter
✔ Group medical cover (in-patient & out-patient) from day 1
✔ Quarterly accuracy bonus (up to 10% of base)
✔ On-site catered lunch and transport stipend
What We’re Looking For
- 1+ year data entry or admin experience
- 8,000 KPH typing speed with 98%+ accuracy
- Solid Excel or Google Sheets skills
- Integrity and discretion with sensitive info
- Bonus: Logistics or warehouse background
How to Apply
We assess skills first, CVs second. Apply via WorkScreen 👉 [link]
You’ll take a short data-accuracy test, and we update every applicant within 7 days—no ghosting.
✅ Option 2: Job Description For Entry-Level Data Capture Clerk — We’ll Train You
📌 Job Title: Entry-Level Data Capture Clerk at LedgerLine Services
💼 Full-Time | Remote-First (Kenya) | KES 30,000–38,000/month
🕒 Schedule: Mon–Fri | Flexible 8-hour block
🎥 Meet the team in 90 seconds: [Loom video link from our COO]
About LedgerLine Services
LedgerLine is a fast-growing fintech back-office provider that keeps small-business books squeaky clean. We turn raw receipts into audit-ready data for 200+ entrepreneurs every month—and we’re obsessed with accuracy.
Why This Role Is a Great Fit
You’ll master data discipline in a supportive environment. We pair every new clerk with a senior mentor, so you’ll learn marketable skills while making a real impact on our clients’ financial health.
What You’ll Be Doing
- Capture and tag receipts, invoices, and bank statements in Xero
- Follow checklists to validate dates, amounts, and vendor info
- Escalate anomalies to your mentor for quick resolution
- Keep neat digital folders so accountants can close books faster
- Suggest small workflow tweaks—we love fresh ideas!
Perks & Benefits
✔ Paid training & certification in Xero and QuickBooks
✔ Health & dental cover after 90 days
✔ Monthly home-internet stipend
✔ Career-path planning and promotion review at 6 months
What We’re Looking For
- Reliable laptop + stable internet
- Keen eye for detail and numbers
- Basic spreadsheet familiarity (we’ll train the rest)
- Clear communicator in English
- Growth mindset—ready to learn, fail fast, improve
How to Apply
Show us your potential, not just your CV. Apply through WorkScreen 👉 [link]
Complete a 15-minute accuracy exercise, and we reply to everyone within a week.
If your hiring process is stressful, slow, or filled with second-guessing—WorkScreen fixes that. Workscreen helps you quickly identify top talent fast, eliminate low-quality applicants, and make better hires without the headaches.
Why These Data Capture Clerk Job Posts Actually Work
(And how they help you attract the right Data Capture Clerk)
✅ 1. The Job Titles Are Clear, Specific, and Purposeful
Instead of saying “Data Entry Clerk” or just “Clerk,” both titles clarify:
- What the role is (“Data Capture Clerk”)
- Who it’s for (“Entry-Level” or “Experienced”)
- And where they’ll work (“at SwiftMove Logistics” or “at LedgerLine Services”)
This helps serious applicants self-identify quickly and improves relevance. Ambiguous titles attract the wrong applicants. Clear ones convert better.
✅ 2. The Video Adds Trust and Personality
A short Loom from the manager or team gives the job a face and voice—helping candidates feel like they’re applying to a real team, not just a faceless company.
It also boosts engagement, especially from younger applicants who value transparency.
✅ 3. The “About Us” Sections Feel Human and Real
Instead of buzzwords or corporate speak, each company intro explains:
- What they do
- Who they serve
- What they care about
This attracts candidates who align with your mission—not just people chasing a paycheck.
✅ 4. The “Why This Role Is a Great Fit” Section Sells the Opportunity
This is where you connect emotionally.
You’re not just listing tasks—you’re showing why the work matters, who thrives in it, and how they’ll make a difference.
That’s what turns lurkers into applicants.
✅ 5. The Responsibilities Are Written Like a Day-in-the-Life
Instead of vague bullet points (“Maintain data accuracy”), you’re giving specifics:
- The tools they’ll use
- The teams they’ll support
- The type of data they’ll manage
- What success looks like
This paints a picture and filters in people who are genuinely prepared for the job.
✅ 6. The Perks Are Concrete and Credible
You didn’t just write “great benefits”—you showed them:
- Paid time off
- Internet stipends
- Bonuses
- Training and mentorship
This builds trust and shows you respect the candidate’s time, wellbeing, and career growth.
✅ 7. The Requirements Are Honest and Encouraging
You clearly separate must-haves from nice-to-haves.
Especially in the entry-level version, you invite people with potential—even without experience. That widens your talent pool and increases the chances of finding a trainable, loyal hire.
✅ 8. The Hiring Process Is Transparent and Respectful
You tell applicants exactly what to expect:
- A skills-based test
- A response timeline
- A real person reviewing their application
That alone makes your post stand out—especially in a world where most job seekers are used to being ghosted.
Bad Data Capture Clerk Job Description Example (And Why It Fails)
Let’s look at a real-world-style example of what not to do.
❌ Bad Job Description Example: Data Entry Clerk
📌 Job Title: Data Entry Clerk
📍 Location: Nairobi
💼 Employment Type: Full-Time
Job Summary
We are seeking a detail-oriented Data Entry Clerk to input data into our systems. The ideal candidate will have strong typing skills and attention to detail.
Responsibilities
- Enter data into company software
- Maintain records and files
- Perform routine clerical duties as needed
Qualifications
- Proficient in Microsoft Office
- Minimum 1 year experience preferred
- Excellent attention to detail
How to Apply
Send your CV and cover letter to hr@datacompany.co.ke. Only shortlisted candidates will be contacted.
❌ Why This Job Post Falls Flat
1. The Job Title Is Too Generic
“Data Entry Clerk” is bland and outdated. It doesn’t clarify what kind of data, what industry, or how the role fits into the company’s mission.
It also fails to signal whether this is entry-level, experienced, remote, or in-person.
2. There’s No Personality or Context
The post doesn’t explain who the company is, what it does, or why this job matters.
A serious candidate doesn’t just want a job—they want to know what they’re contributing to. This post gives them nothing to get excited about.
3. The Responsibilities Are Vague and Boring
These are generic tasks that could apply to hundreds of jobs. There’s no mention of tools, workflow, or real challenges. That tells the applicant: this company doesn’t really care who they hire—as long as someone shows up.
4. There’s No Mention of Salary or Perks
Not sharing compensation makes this feel like a ghost post or one that’s hiding something.
Serious candidates want transparency. The absence of even basic benefits or PTO makes this opportunity feel transactional.
5. The Hiring Process Feels Cold and One-Sided
“Only shortlisted candidates will be contacted.”
This line is a red flag in 2025. It tells applicants that their time isn’t respected—and gives no sense of fairness or feedback. That discourages qualified people from applying.
6. The CTA Is Flat and Forgettable
No human touch. No urgency. No insight into what happens next.
Just a generic email. In today’s hiring market, this kind of ending gets ignored.
✅ Now that we’ve seen what doesn’t work, let’s go the extra step—by making your job post stand out with small, strategic upgrades.
Bonus Tips to Make Your Job Post Stand Out
(These small touches can make a big difference)
Most job descriptions look and feel the same.
But the ones that get real traction—the ones that attract thoughtful, serious candidates—usually include one or more of the following elements:
✅ 1. Add a Trust Notice (Security & Privacy)
Candidates are more cautious than ever. Show them upfront that their data is safe and your post is legitimate.
Example:
🔒 “We take the privacy and security of all job applicants seriously. We will never ask for payment, bank details, or personal financial info during the hiring process.”
It takes 1 line—but builds massive trust.
✅ 2. Mention Leave or Flex Time
Most companies skip this, but it’s one of the first things top candidates look for—especially if the role is detail-heavy like data capture.
Example:
“Enjoy up to 18 paid leave days per year plus 5 flex days you can use to work from home or take personal time.”
It shows you respect work-life balance—and you stand out just by being transparent.
✅ 3. Highlight Training & Growth Opportunities
Whether it’s mentorship, upskilling, or internal promotion paths, growth sells.
Example:
“Every new hire gets a mentor, plus access to training on Xero, Excel, and performance reviews at 6 months for promotion consideration.”
This is especially powerful for entry-level roles or anyone switching careers.
✅ 4. Add a Loom Video or YouTube Intro
People want to see who they might work with. It builds familiarity before the first call.
Example Video Ideas:
- Manager introducing the role and what success looks like
- Team lead explaining culture and daily workflow
- Quick “why this role matters” clip from the CEO
Just 60–90 seconds can increase engagement and make your company feel real.
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. Include What the Interview Process Looks Like
Candidates want clarity. Tell them what happens after they apply—and when.
Example:
“Here’s what to expect:
- Apply through WorkScreen
- Complete a short skills test
- Get feedback within 7 days
- Final interview with the team
That’s it. No guessing. No ghosting.”
Should You Use AI to Write Job Descriptions?
(Yes—but not the way most people do)
Let’s be real.
Everyone’s using AI to write job descriptions now—especially with one-click tools built into platforms like Manatal, Workable, or Recruitee.
But here’s the problem:
When you rely on AI to generate your job post from scratch, you usually end up with generic, lifeless content that sounds like it was written by a robot.
❌ The Wrong Way to Use AI
Typing something like:
“Write a job post for a Data Entry Clerk at a tech company.”
…will give you bland, copy-paste content that:
- Attracts low-effort applicants
- Fails to reflect your company’s values
- Doesn’t stand out in a crowded job board
- Sounds like every other post on Indeed or LinkedIn
If your goal is to attract real, committed people, this is the wrong way to do it.
✅ The Right Way to Use AI (With Your Input First)
AI can be helpful—but only if you feed it the right raw material.
Here’s how to use AI as a smart assistant, not a lazy shortcut:
Step 1: Prep Your Inputs
Before you prompt AI, write down:
- What your company actually does (in plain English)
- What the role entails—tools, team, tasks
- Your tone of voice (e.g. casual, culture-first, formal)
- Who your ideal hire is (e.g. “detail-oriented, process-driven”)
- What perks or benefits you offer
- How your hiring process works
Step 2: Use a Prompt Like This
“Help me write a job description for [Job Title] at [Company Name].
We’re hiring to help with [Key Responsibilities].
Our company does [Short Company Description].
We’re looking for someone who is [Traits].
We offer [Perks] and our salary range is [Insert Range].
Our tone should feel [Tone—e.g. human, honest, clear].
Here’s a few notes I’ve written to get us started:
[Insert your rough bullet points or outline here].”
Then ask AI to help structure it, clean it up, or improve the flow—not to invent everything for you.
Step 3: Tweak the Output So It Sounds Like You
AI can give you a decent draft—but don’t stop there.
Add your company voice. Insert your culture. Make it feel human.
Because at the end of the day, you’re not just hiring for a job—you’re inviting someone to join a team.
Make sure the post sounds like it came from a team that cares.
Build a winning team—without the hiring headache. WorkScreen helps you hire fast, confidently, and without second-guessing.
Need a Quick Copy-Paste Job Description?
✅ Option 1: Conversational Job Description (Culture-First Style)
📌 Job Title: Data Capture Clerk at [Company Name]
💼 [Job Type] | [Location] | [Salary Range]
🎥 Quick video from your future manager: [Insert Loom Link Here]
About [Company Name]
We’re a [brief company description—e.g. logistics company helping e-commerce brands deliver better across East Africa].
We care about precision, speed, and building systems that scale—and data is the glue that holds everything together.
Why This Role Is a Great Fit
If you enjoy getting things right the first time, spotting errors others miss, and bringing calm to chaos—you’ll thrive in this role. You’ll play a key part in making sure our team can move fast, stay accurate, and serve our clients without delays or data mishaps.
What You’ll Be Doing
- Enter delivery records, invoices, and tracking updates into our internal systems
- Double-check entries for accuracy and resolve mismatches
- Keep data organized across Google Sheets, dashboards, and archives
- Coordinate with dispatch or finance teams for clarification
Who You Are
- Detail-obsessed and focused
- Confident using spreadsheets and online tools
- Comfortable working independently or on a team
- Bonus: Familiar with logistics, finance, or admin workflows
Perks & Benefits
✔ [Insert number] days paid leave
✔ Health insurance and/or wellness allowance
✔ Internet or commuter stipend
✔ Promotion path and performance reviews every [Insert timeframe]
How to Apply
We care more about your ability than your degree.
Apply through WorkScreen 👉 [Insert Link]
Complete a short data entry exercise—we’ll keep you updated within [Insert Timeline].
✅ Option 2: Traditional Format (Job Brief + Responsibilities + Requirements)
📌 Job Title: Data Capture Clerk
📍 [Location]
💼 [Job Type]
💰 [Salary Range]
🎥 Optional: Add a quick video from the hiring manager or team lead: [Insert Link]
Job Brief
[Company Name] is hiring a dependable Data Capture Clerk to support our operations and ensure that all records, invoices, and internal data are captured accurately and kept up to date. This role is essential to keeping our systems clean, organized, and audit-ready.
Responsibilities
- Input high-volume data into company databases or spreadsheets
- Review, correct, and verify accuracy of all entries
- Maintain orderly digital filing systems
- Coordinate with team leads to resolve any data gaps
- Generate simple reports as needed for the operations team
Requirements
- 1+ year experience in data entry or admin support
- Strong typing speed and accuracy
- Familiarity with Microsoft Excel or Google Sheets
- Highly organized and detail-oriented
- Able to handle sensitive information confidentially
Perks & Benefits
- [Insert number] days paid time off
- [Insert any insurance, bonuses, or flexibility options]
- Opportunities for training and growth within the company
How to Apply
Apply through WorkScreen 👉 [Insert Link]
Once you submit, you’ll complete a brief accuracy test. We’ll contact every applicant with an update—no ghosting.
Let WorkScreen Handle the Next Step
Writing a great job post is the first step.
But hiring the right person? That takes more than words—it takes a smarter process.
That’s where WorkScreen comes in.
Here’s how WorkScreen helps you hire faster and smarter:
✅ 1. Spot your best candidates automatically
Once your post is live, WorkScreen automatically evaluates, scores, and ranks your applicants based on their real performance—not just their resumes.
So instead of wasting hours on low-effort applications, you see your top candidates first.
✅ 2. Test real-world skills—right out of the gate
Want to know if someone can actually do the job?
WorkScreen lets you add one-click skill tests to your job post.
It’s fast, fair, and helps you identify people who can actually deliver—not just talk a good game.
✅ 3. Filter out time-wasters and AI-assisted applicants
These days, some applicants use AI tools to auto-fill applications or fake their way through interviews.
WorkScreen helps you screen out low-effort applicants—so you only focus on genuine, committed talent.
Whether you're hiring one person or scaling your team, WorkScreen gives you a faster, smarter, and more trustworthy way to hire.
FAQ
Look for a mix of technical precision and soft skills. The best data capture clerks are:
- Fast and accurate typists (ideally 8,000+ KPH with 98%+ accuracy)
- Detail-oriented, with a knack for spotting inconsistencies
- Familiar with Excel or Google Sheets (bonus: database tools like Airtable or ERP systems)
- Patient, focused, and able to work independently for long stretches
- Good communicators who aren’t afraid to ask for clarification when data is unclear
Also consider trustworthiness—they’re often handling sensitive or financial information.
It depends on location and experience. Here’s a general range:
- Entry-level (0–1 year): $350–$600/month (KES 35,000–60,000 in Kenya)
- Experienced (2+ years): $600–$900/month (KES 60,000–90,000)
- Specialized roles (e.g. finance, healthcare): Higher depending on risk and compliance
Remote or hybrid roles may offer slightly less base pay but include added perks like stipends or flexibility.
It depends on the systems you use and how urgent the role is.
If your workflow is complex or regulated (finance, logistics, healthcare), experience is critical. But if your team can train someone in 2–4 weeks, you can hire for attitude, detail orientation, and willingness to learn—and often get a more loyal, long-term employee.
While they’re often used interchangeably, here’s the distinction:
- Data Entry Clerk often handles digital-to-digital inputs (e.g. forms to systems)
- Data Capture Clerk may also handle physical-to-digital processes (e.g. scanning, OCR, validating scanned forms)
In practice, both roles require the same core skill set—but “Data Capture” is slightly broader and more compliance-sensitive.
