Administrative Data Entry Specialist – Finance Support

Role Overview

• Retrieve payment confirmations, check copies, and vendor information from Bill.com.
• Capture accurate screenshots and download supporting PDF documentation.
• Locate corresponding transactions in QuickBooks Online (QBO) and attach documentation to the correct entries.
• Follow internal file naming conventions and documentation standards consistently.
• Maintain complete, organized digital records to support audit readiness and compliance requirements.
• Review expense receipts against company credit card transactions.
• Verify Payee, Date, and Amount for accuracy.
• Match and attach verified receipts to the appropriate transactions in the accounting system.
• Identify incomplete or unclear documentation and coordinate follow-up as needed.
• Identify discrepancies, missing documentation, or inconsistencies and escalate to the Finance Director.
• Maintain a clear and traceable digital audit trail.
• Provide regular updates on completed work and outstanding items.
• Adhere strictly to established SOPs and internal controls.

Requirements

• Comfortable managing multiple browser tabs and working across systems.
• Proficient with OS-level screenshot tools.
• Experience using Mac or Windows operating systems is helpful.
• Confident converting files to PDF and managing uploads/downloads.
• Strong commitment to following detailed checklists and SOPs with exceptional accuracy and consistency.
• Comfortable performing repetitive, high-volume tasks with sustained focus.
• Able to identify minor discrepancies in dates, amounts, reference numbers, or payee information.
• Maintains a high standard of precision in documentation.
• Demonstrated trustworthiness and discretion when handling confidential financial information.
• Reliable high-speed internet connection.
• Ability to participate in video meetings and screen-sharing sessions as needed.
• A company computer will be provided.

Benefits

• Classification: Part-Time, Non-Exempt Employee
• Hours: 10–20 hours per week
• Reports To: Finance Director
• Hourly Pay Range: $24 – $28 per hour

Actual compensation will be determined based on experience, skills, and internal equity, consistent with applicable federal and state pay transparency laws.

This position is eligible for overtime pay in accordance with applicable federal and state law.

Benefits eligibility, if applicable, will be discussed during the hiring process.