Administrative Data Entry Specialist (Finance Support)

About the job

About FSI 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.

Position Overview 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.

Work Schedule & Flexibility

• 10-20 hours per week
• Flexible scheduling coordinated with the Finance Director within Eastern Time business hours
• Regular overlap during agreed-upon hours required for collaboration
• Work may be structured around school-day hours or similar predictable part-time availability

While the position offers flexibility, it requires reliability, consistency, and the ability to complete assigned responsibilities during scheduled work hours.

Key Responsibilities Document Lifecycle Management (Bill.com → QuickBooks Online)

• 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

Credit Card Reconciliation Support

• 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

Data Integrity & Communication

• 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 Technical Proficiency

• 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

Process-Oriented Mindset

• Strong commitment to following detailed checklists and SOPs with exceptional accuracy and consistency
• Comfortable performing repetitive, high-volume tasks with sustained focus

Attention to Detail

• Able to identify minor discrepancies in dates, amounts, reference numbers, or payee information
• Maintains a high standard of precision in documentation

Professional Integrity

• Demonstrated trustworthiness and discretion when handling confidential financial information

Remote Work Requirements

• Reliable high-speed internet connection
• Ability to participate in video meetings and screen-sharing sessions as needed
• A company computer will be provided

Location & Multi-State Employment This position is fully remote and open to candidates located within the Eastern Time Zone of the United States.

FSI is currently able to employ individuals located in Maine, New York, Maryland, and North Carolina.