Administrative Data Entry Specialist (Finance Support)
About The Position
FSI is a philanthropic impact platform advancing science, markets, and society to improve food systems. Our work supports sustainable, equitable, and resilient food systems worldwide. We believe strong operational systems are essential to advancing meaningful impact. We are seeking a highly organized and detail-oriented Administrative Data Entry Specialist to serve as an integral member of our Finance team, ensuring the accuracy, integrity, and audit-readiness of our financial records. This is a part-time, non-exempt, fully remote employee position within the Finance Department. This role is intentionally structured to offer meaningful flexibility while maintaining accountability and consistency. It is well-suited for professionals seeking long-term, part-time work that fits around school schedules, caregiving responsibilities, or other personal commitments. The Administrative Data Entry Specialist plays a critical role in data entry while maintaining complete, accurate, and compliant financial documentation. This is a high-volume, process-driven position focused on documentation management and transaction verification. Accounting or financial analysis experience is not required. Success in this role means completing assigned work accurately and on schedule during agreed-upon working hours and ensuring transactions are properly supported and audit-ready.
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.
- All new hires must be authorized to work in the United States and will be required to complete Form I-9 employment eligibility verification upon hire.
- FSI does not sponsor employment visas at this time.
Responsibilities
- 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.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
No Education Listed
