Data Entry Analyst Job Description, Skills, and Salary
Get to know about the duties, responsibilities, qualifications, and skills requirements of a data entry analyst. You can use our job description template in this article to produce your own. We also provide you with information about the salary you can earn as a data entry analyst.
Who is a Data Entry Analyst?
Data entry analysts are responsible for manually entering text or numerical data from source documents into databases, spreadsheets, or word processing programs, or for uploading digital data files using automated software programs.
Data entry analysts typically enter this information into the database using specialized software, but they must also ensure that it is accurate and complete. In many cases, they must cross-reference each piece of data with its source document to ensure that it was entered correctly.
Data Entry Analyst Job Description
Below are the data entry analyst job description examples you can use to develop your resume or write a job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.
A data entry analyst’s responsibilities typically include the following:
- Examine data for accuracy, such as whether financial transactions have been properly posted to accounts.
- Answer questions about data entry processes and procedures for others within the organization.
- Process new account applications, update current client contact information, or perform other administrative tasks.
- Enter data into a computer system in the formats specified.
- Create reports based on the data collected for presentation to management or other stakeholders.
- Communicate with clients about their accounts, provide customer service, and troubleshoot problems.
- Examine data to identify patterns or trends to make business improvement recommendations.
- Maintain data integrity by backing up and securely storing files.
- Collect, organize, and prepare documents, materials, and data for data entry.
- Conduct research to obtain information for missing documents and materials.
- Convert paper or dictation into digital documents.
- Examine all documents and information for accuracy and report any errors or inconsistencies to the supervisor.
- Examine and correct errors and inconsistencies in databases.
- Generate and export data reports, spreadsheets, and documents.
- Perform clerical duties such as filing, monitoring office supplies, scanning, and printing.
A data entry analyst is expected to possess the following qualifications.
- Education: A bachelor’s degree in a field such as computer science, information technology, business administration, or a related discipline is typically required for entry-level data entry analysts. Some employers will consider candidates with a two-year associate’s degree.
- Training and experience are required: On-the-job training is typically provided to data entry analysts to learn the specific systems and procedures of their new role. Depending on the company and the analyst’s experience, training could last a few weeks or months.
- Licenses and certifications: Though certification is not required for data entry analyst positions, it can improve an applicant’s chances of getting a job and increase earning potential.
To be successful, data entry analysts must possess the following abilities:
- Precision and attention to detail: In the data entry industry, great attention to detail and accuracy are considered critical and essential skills. Having these abilities demonstrates that you are a person who can concentrate on any action or thing. This also allows you to focus more on your work, resulting in greater accuracy in typing and editing and, as a result, faster completion of your tasks. It is critical because, in today’s competitive business world, there is no room for time wasted in the repetition of error correction and re-editing. Companies in all industries, particularly those in the data sector, require talented workers in their organization who are skilled in attention to detail and accuracy in work skills.
- Standard Office Equipment Operation Knowledge: Everyone is aware that, thanks to advances in digital technology, a wide range of advanced and valuable equipment is now available on the market. Printers, scanners, projectors, fax machines, and other office equipment play an important role in making day-to-day office work easier and more effective, as well as increasing office productivity. It is your responsibility to understand how to use this equipment so that you can complete your tasks more quickly as a data entry analyst.
- Time Management and Organizational Skills: You will be able to complete a large amount of work much faster and in a shorter period if you have organizational and time management skills such as work planning, task scheduling, task completion before the deadline, and many more. These abilities aid in the faster and more effective planning, prioritization, and achievement of daily work goals. That is why they are so important in data entry. Your organizational skills, such as fast typing, data sorting, batching, and file archiving, will determine how much focus you have and how much you can get done.
- Basic research and data collection abilities: Data entry analysts are more effective when they can conduct preliminary research and data collection. The type of research you conduct is determined by the field in which you work, and it varies accordingly. It could be anything from laboratory research findings to information obtained during interviews, library research results, online market research on websites, and so on. So, regardless of the type of research you conduct, your ability to collect and understand data is critical. You will be able to find reliable sources of information and define the main theme of the research if you have excellent research and data collection skills. The analysis will be of high quality, as well as always focusing on relevant information and data.
- Basic Understanding of Database Structure: We’ve established that data entry is an activity in which data is entered into a company’s database for a specific purpose. A data entry analyst must have basic knowledge of database software to be productive on the job. For example, how it operates, how it is structured, how it is designed, and how you will contribute to the overall development of the company’s database. The database structure is a collection of rows, columns, and tables that are organized so that information or data can be retrieved and fed as needed. It is designed in such a way that it allows practical access to the data. Data updating is a continuous process in which new data is uploaded for updating, deleting, or changing old data. As a data entry specialist, you should have a basic understanding of some database terms and concepts.
- Accuracy in Handling Database: Because a company’s database is its primary source of information, accuracy in data entry is critical. This births the understanding that any incorrect data entered in haste can cast doubt on the credibility of the company database. As such it is always important to remember that by checking your work repeatedly before finishing it, you can reduce the chances of making mistakes.
- Ability to work in a Team: As a team member, you may be required to work from home or in the office. Working in a group always increases productivity and effectiveness. In any organization, teamwork skills are highly valued. This skill will help you develop additional skills such as listening, assertive communication, respect for other’s opinions, and more.
- Basic Software Knowledge: Working in the data entry industry will require you to use various computer software programs because not every business organization requires the same computer software programs; it varies from organization to organization based on their work suitability. Nonetheless, you should have a solid understanding of and experience with basic computer software programs. This includes MS Word and MS Excel, so you won’t get bogged down while doing your job.
- Typing proficiency: The first requirement for becoming a data entry analyst is the ability to type a large amount of data material in a short period. And with as few typos as possible. A typing speed of 40 to 50 words per minute is considered good in most businesses. Typists, transcriptionists, legal subscribers, data entry specialists, closed captioning and subtitling typing Jobs, court reporters, journalists/writers, secretary/personal assistants, virtual assistants, web designers/developers, translators, chat agents, and other professionals require typing speed of 60 to 75 words per minute. To achieve this typing speed, you should be more comfortable with all types of data input devices, such as keyboards, mice, and so on.
- Data analysis: Data analysts interpret data and look for trends and patterns using their data analysis skills. They use this data to make recommendations for data storage, security, and other processes at their company. Data analysts also use data analysis to create reports for the stakeholders of their company.
- Effective communication abilities: Data entry analysts frequently work in groups with other data entry analysts, IT professionals, and other company employees. Effective communication is essential for ensuring that everyone understands one another and works together to achieve a common goal. Data entry analysts also interact with clients and other people outside the company to answer questions and resolve problems.
- IT expertise: Data entry analysts must be able to type, navigate, and use software among other computer skills. They may use spreadsheets, databases, and word-processing programs, among other things.
- Excellent problem-solving abilities: Data entry analysts frequently work with incomplete data and must fill in the gaps. They may need to locate the source of the data, locate the correct data, or discover methods to make the data they have usable. Problem-solving abilities can assist data entry analysts in resolving data challenges.
- Filing: Filing skills are used by data entry analysts to keep records and files for their employers. They may be in charge of creating, updating, and maintaining databases containing client or customer information. Data entry analysts must also know how to file paperwork so that it can be found later if they need to review the documents.
- Multitasking abilities: Data entry analysts frequently have to multitask, which means they must complete several tasks at the same time. A data entry analyst, for example, may be entering data into an online database while also responding to client emails and instant messages. This necessitates them to switch between tasks quickly and efficiently to complete their work on time.
- Accuracy: When entering data into a computer system, data entry analysts must be precise. To avoid errors in the database, they must ensure that they enter the correct information and format it correctly. The accuracy of the data is also important for ensuring that it is useful to managers, employees, or customers who request reports or other information from the system. To ensure accuracy, data entry analysts should thoroughly review their work before submitting it.
- Scanning: Scanning is the ability to read information from a document quickly and accurately. When reviewing documents for accuracy or searching through files or databases for specific information, data entry analysts use scanning skills. When reviewing documents, data entry analysts may look for spelling, grammar, or punctuation errors.
How to Become a Data Entry Analyst
- Complete a high school diploma or its equivalent: To work as a data entry analyst, you typically need a high school diploma or equivalent. If you want to go to college, consider taking typing, word processing, and computer literacy classes in high school to prepare for college-level coursework. If your high school does not offer these courses, you can learn about data entry and other office skills by using free online resources like Khan Academy and EdHelper.com.
- Consider earning a postsecondary certificate in data entry or office administration: While a high school diploma or equivalent is required for this position, many employers prefer candidates with postsecondary education. Some community colleges and technical schools provide certificate programs in data entry or office administration that can help you advance your skills and knowledge in these fields. Keyboarding, word processing, spreadsheet applications, database management, customer service, and other administrative tasks are frequently covered in these programs. Completing one of these programs can put you ahead of the competition when applying for jobs.
- Learn about data entry software and hardware: To become a data entry analyst, you must first gain experience with data entry software and hardware. Familiarize yourself with the most commonly used programs in your industry, such as Microsoft Office or Adobe Creative Cloud, so that you can navigate them easily when working on projects. You could also work as an office assistant or data entry clerk to gain practical experience with computers and other technology. This will assist you in the development of skills such as typing quickly and accurately, prioritizing tasks, and following instructions.
- Improve your keyboarding abilities: Data entry analysts enter and manipulate data using a variety of software programs. Spreadsheets, databases, and word-processing applications are examples of such tools. Because these professionals spend so much time typing on a keyboard, strong typing skills are essential. Consider taking typing classes at a local vocational school or an online course to improve your typing speed and accuracy. You can also practice typing by completing online typing exercises.
- Understand the fundamentals of math and accounting: Basic math and accounting principles may be required of data entry analysts. For example, you might need to compute the average of a set of numbers or figure out how much money an organization has based on its financial statements. You may also be required to be familiar with spreadsheets and other accounting software programs.
- Keep up with technological advancements: Because technology is constantly evolving, data entry analysts must stay current on the latest developments. New software and hardware, for example, may make tasks easier or more efficient. It’s also critical to understand how to use various devices, such as smartphones and tablets, in case your company requires you to work remotely.
- Join organizations like the International Association of Administrative Professionals (IAAP): The International Association of Administrative Professionals (IAAP) is a professional organization that provides administrative support training and certification. Membership in the IAAP can help data entry analysts stay current on industry trends and network with other professionals in the field. The IAAP offers several data entry analyst certifications, including the Certified Professional Secretary (CPS), which requires candidates to pass an exam covering topics such as office management, ethics, and communications. The IAAP also offers the Certified Data Management Professional (CDMP) credential, which focuses on data management skills in greater depth.
Where to Work as a Data Entry Analyst
Data entry analysts work in a variety of environments, including offices, warehouses, and distribution centers. They typically work full-time during normal business hours, though some data entry analysts may work evenings or weekends to meet deadlines or finish projects. Data entry analysts typically work in a fast-paced environment with tight deadlines. They may work on multiple projects at the same time and must be able to multitask. To accurately enter data into a computer, data entry analysts must be able to sit for long periods and have good eye-hand coordination.
Data Entry Analyst Salary Scale
In the United States, the average data entry analyst salary is $40,950 per year or $21 per hour. Entry-level salaries begin at $33,168 per year, with most experienced workers earning up to $65,000 per year.
The average data entry analyst’s gross salary in the United Kingdom is £24,400, or £12.50 per hour. They also receive an average bonus of £332. Salary estimates are based on salary survey data from employers and anonymous employees in the United Kingdom. The average salary for an entry-level data entry analyst (1-3 years of experience) is £19,759. A senior-level data entry analyst (8+ years of experience), on the other hand, earns an average salary of £29,068.
In Canada, the average data entry analyst’s salary is $46,000 per year or $23.59 per hour. Entry-level salaries begin at $39,000 per year, with the most experienced workers earning up to $66,292 per year.
In Ireland, the average data entry analyst salary is €50,000 per year or €25.64 per hour. Starting salaries for entry-level positions start at €41,766 per year, with most experienced workers earning up to €65,000 per year.
In Australia, the average annual salary for a data entry analyst is A$70,400.
In Germany, the national average salary for a data entry analyst is €47,219 per year.
In Nigeria, a data entry analyst typically earns around 316,000 NGN per month. Salaries range from 168,000 NGN (the lowest) to 481,000 NGN (the highest) (highest).