Data Entry Clerk Job Description, Skills, and Salary
Get to know about the duties, responsibilities, qualifications, and skills requirements of a data entry clerk. Feel free to use our data entry clerk job description template to produce your own. We also provide you with information about the salary you can earn as a data entry clerk.
Who is a Data Entry Clerk?
A data entry clerk works as a member of staff to update or enter data into a computer. A keyboard is used to input data from paper documents into a computer.
Mailing companies might require data entry clerks to input reference numbers for mail that has not been delivered to their destination. If this happens, the relevant addresses can be removed from the database. The person who would enter the data into the database is a data entry clerk if the company was creating a database using addresses handwritten on a questionnaire, a data entry clerk may be needed to input expenses into a database in a cash office using numerical codes.
Data Entry Clerks’ primary responsibility is to accurately and quickly enter data. The data they enter may be text-based, numerical, or both, depending on what employer it is. They will need to double-check and back up the data.
Other duties of a Data Entry Clerk include answering information requests, presenting, exporting, or sharing data, depending on the situation. Data Entry Clerks ensure that data is secure and not accessible to unauthorized parties.
Data Entry Clerks may work in many different industries that require data accuracy. Examples include healthcare, financial, and transportation.
Data Entry Clerks usually work full-time, part-time, or during business hours. Employers may request shifts. These unusual work hours may be beneficial for students and parents.
Many data entry clerks don’t work in-house for companies but instead work for agencies. An agency can offer more variety and job flexibility.
Data entry can be a broad field with many different types. A data entry clerk can be a typist, word processor, or involved in the input of data/information into different programs. You may also enter information into developing an existing program. Typing speed is key for this job. This includes speed in numbers, accuracy in typing, good spelling, punctuation, and grammar.
Data entry clerks are becoming more important as the world’s information is increasingly stored in computer databanks. Unfortunately, the US Bureau of Labor and Statistics believes that US jobs for these data entry clerks will continue to decrease. The outsourcing of company jobs accounts for a part of the decline in job opportunities. Many foreign workers can perform data entry at a fraction of the cost of US workers. A career as a data entry clerk is an option. You can learn essential information about office software, other office tasks, and how to program.
Data Entry Clerk Job Description
Below are the data entry clerk job description examples you can use to develop your resume or write a data entry clerk job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.
The jobs and duties of a data entry clerk include the following:
- Collating the data received directly from customers
- Making spreadsheets that have large numbers of figures and avoid making mistakes
- Verifying data and comparing it with the source documents
- Updating existing data
- Requesting data from the database, or electronic files.
- Ensuring that paperwork is not lost, sort and organize it after you have entered data.
- Entering new information into database systems
- Making and managing spreadsheets
- Performing a comparative analysis between different sources to control the data probity
- Updating database system records
- Retrieving the requested data
- Performing regular backup and security activities
- Documenting, organizing, and storing relevant documents
- Collecting invoices, reports, documents, personal data, documents, and information from employees and other departments.
- Correcting errors and organizing the information to maximize speedy and precise capture.
- Backing up data.
- Informing relevant parties regarding errors encountered.
- Storing data in a logical manner is a way to maximize retrieval.
- Compiling spreadsheets that have large numbers of figures without making mistakes
- Verifying data and comparing it to the source documents
- Filing invoices in an index and placing them at the right places
- Maintaining complete and accurate vendor records
- Collecting and compiling information
Other important tasks are:
Assessing data accuracy
It is your responsibility to ensure that data collected by the organization is consistent. For accuracy, you should report errors to your supervisors.
Managing data storage
Depending on what institution you work at, you may need to scan and print documents or store them electronically. It is your responsibility to control data distribution and ensure confidential information only reaches authorized personnel. You are responsible for data backups and recovery.
Qualifications
The requirements for data entry clerk training and education will vary depending on the industry and the responsibilities. The following are the requirements:
Education
Based on the role and responsibilities, data entry clerks have different educational requirements. For entry-level jobs, a high school diploma is usually sufficient. A bachelor’s degree in business, or another related field, is a good option for someone who wants to progress to an administrative role with greater responsibility. If you are looking to enhance your skills, it is worth taking courses in computer programs such as word processing or spreadsheet software.
Training
Data entry clerks often receive training while working. Most industries offer training that covers office and clerical procedures, computer applications, office equipment, and other technical requirements. The training could last up to a month.
Certifications
The majority of data entry clerk jobs do not require any certification. If you are looking for skills to help you get into the workforce, a certificate program at an accredited technical school or community college might be a good option. These certificate programs can replace full-time degree programs, teach students how basic computer programs work and how to effectively enter different data types into various databases.
Many data entry clerk certificate programs will also address one or more of the following topics.
- Word processing
- Computer calculations
- Clerical organization
- Communication in the workplace
- Bookkeeping
Essential Skills
- Computer literacy
These clerks are required to accurately and quickly type data. Data entry clerks also work with online databases and computer systems. This requires basic computer knowledge and the ability to learn quickly.
- Rapid Typing Speed
Data entry specialists must be able to enter large amounts of data quickly.
Most companies expect a minimum speed of 40-50 words per minute. Some employers may require 70 words per minute.
You will need to feel comfortable with all input devices, such as the keyboard, mouse, and other devices, to achieve this speed.
- Basic Software Knowledge
Data entry duties include the use of a variety of software programs.
You will need to have knowledge and experience in word processors and spreadsheets like Word and Excel.
They are however not sufficient. Database software is required to be proficient in data entry. You might need to be able to use other software depending on your company’s industry.
You will need to have basic skills in software and be able to quickly learn new programs.
- Communication skills both written and verbal
Your writing skills, including grammar and spelling, should be of high quality.
You must avoid spelling errors and poor grammar as a data entry specialist working with text and information.
You should also have excellent communication skills and the ability to communicate with all levels. Communicate with customers, managers, and other team members.
Communication skills are crucial for some professionals (e.g. data entry operators). Data entry operators are responsible for answering customers’ calls and providing information. Your verbal communication skills are essential in this situation.
Many clerks have to communicate with management and other personnel within the company. Data entry clerks may need to communicate with customers to update and gather data. This task may require that the professional adapt their communication style to get the information they need.
- Attention to details
High attention to detail is required for data entry skills. Strong attention to detail skills is required to be able to concentrate on an action or a thing.
Focusing on your task will allow you to be more productive in data editing and typing.
Data entry jobs require a high level of attention to detail by nature. This allows you to do your job better and reduce the chance of making mistakes.
Precision is required when entering large quantities of data into online databases or spreadsheets. Data entry clerks who want to be successful have to be detail-oriented and minimize the time spent comparing data with source documents.
All industries need detailed-oriented strengths, particularly in the area of data.
- Standard Office Equipment Operation
Data entry specialists often use standard office equipment to complete their jobs. Many companies now have high-quality office equipment which increases their productivity.
Depending on your daily responsibilities, it might be a crucial part of your data entry skills.
These are the most commonly used pieces of office equipment:
- Printers
- Scanners
- Photocopiers
- Dictionaries, etc.
- Skills in Time-management and Organizational Management
Data entry clerks are responsible for quickly retrieving and updating database files and other digital documents. They may also be required to organize and sort the physical documents that they digitize or enter into an online system. These professionals can set up and maintain efficient filing and organization systems that allow them to be successful in their job.
Data entry workers are expected to do a lot in a short time. These are where time management and organizational skills can be of great help.
Organization skills are essential for achieving your daily goals. They will help you plan, prioritize and accomplish them faster. These skills are essential for data entry jobs and positions.
Your ability to organize files and sort, batch, and archive quickly, shows your focus and ability.
These are examples of organizational skills:
- The ability to meet deadlines and stick to schedules
- Planning
- Goal setting and achieving goals
- Maintaining a neat desk and tidy room is important.
- Basic Research and Data Collection Skills
It’s not surprising that data input specialists and clerks are expected to perform some initial research and data collection.
The type of research you do will depend on the field. This could include research of laboratory results, interviews, market research online, or research in a library.
You will need to have basic knowledge and skills in data collection, no matter what type of research you are doing.
These are the best research and data collection skills:
- The ability to identify reliable sources of information
- Determining the problem in the research
- Collecting relevant information
- Analyzing data
- Accuracy
Databases should be 100% accurate. Your work is the first step in creating a database. You must ensure that the data you enter is accurate. There are no excuses!
How to Become a Data Entry Clerk
To pursue this career, many data clerks follow the steps below:
- Get a high school diploma
To become a data entry clerk, a high school diploma is required. You should focus on elective courses in accounting, business, finance, or accounting. You can improve your typing speed and accuracy by practicing techniques that will implement your skill.
- Get a data entry clerk certificate
A certificate program for data entry clerks at technical schools or community colleges can help you learn the basics of data entry to increase your chances of landing a job. These programs are a great way to get the skills you need to work in this field. They can also be an effective alternative to a degree program. The courses include business communication, word processing, bookkeeping, clerical organization, and business communication.
- Engage in computer literacy education
Additional computer courses can increase your chances of being hired. You should look for courses that are focused on database management and word processing. You should also consider courses that cover accounting and bookkeeping if you are interested in working for a potential employer.
- Receive on-the-job training
You can take courses to acquire the skills required to be a data entry clerk. However, you should also look for job opportunities or entry-level positions that offer on-the-job training. The typical on-the-job training lasts for one month and will provide you with the foundation you need to start this career.
- Make your resume structure and apply for jobs
You will need a comprehensive and clear resume to apply for data entry jobs. Your resume should include information about your education, training, and experience in concise language that matches the job requirements.
Where to Work
Data entry clerks may work in many industries, including:
- Support and administrative services
- Hospitality
- Federal and local government
- Healthcare
- Transport and warehousing
Data entry clerks typically work full-time in offices and have the opportunity to work overtime. For those in the hospitality industry, part-time work may be available. Standard shifts for data entry clerks are during business hours. However, some clerks who work for transportation companies or hospitality businesses that are open 24/7 may need to work evenings, weekends, and holidays.
These professionals spend the majority of their time in an office setting, sitting at their desks, using fax machines and printers to organize and collect data.
Data Entry Clerk Salary Scale
Data entry clerks’ salaries are determined by their education, experience, and skills, as well as the job’s specific responsibilities. Potential earnings can also be affected by your geographic location.
The average salary in the U.S. is $14.02 an hour
Salaries can range from $7.25 to $32.65 an hour.