Data Entry Specialist Job Description, Skills & Salary
Get to know about the duties, responsibilities, qualifications, and skills requirements of a data entry specialist. Feel free to use our data entry specialist job description template to produce your own. We also provide you with information about the salary you can earn as a data entry specialist.
Who is a Data Entry Specialist?
He is also called a Data Entry Clerk. A data entry specialist is an individual who is responsible for digitalizing and inputting data with speed and accuracy for storage purposes. Their responsibilities inputting data from paper documents into digital spreadsheets, updating order statuses for customers, and assessing their work to ensure that data is inputted accurately. They work in the administrative department of the company and their duties are; collecting client information, maintaining an organized filing system, and reviewing data for completeness and accuracy.
Data entry specialists work closely with other colleagues to share tasks among themselves and also authenticate each other’s work. Their job mainly entails using computer devices and other software applications to input varieties of data. In addition, they can also be saddled with the responsibility of reviewing financial statements and updating monetary figures as the company obtains more revenue or pay off liabilities.
The daily work schedule of a data specialist starts with checking their emails or voicemail to receive documents or instructions from the data manager. These instructions often come with deadlines for the work schedule and they also evaluate the schedule to ascertain what they need to accomplish. during the days, they review paper or digital documents and transfer organized information into spreadsheets. They also update client information records in the databases. At the end of their work schedule before submission, they compare their original data with what was transferred into spreadsheets and make changes if necessary.
A good data entry specialist must possess excellent time management skills. This enables them to complete various tasks at the appropriate time. They need to pay attention to detail in order not to have errors in the course of performing their duties. A good data entry specialist must be highly confidential with clients’ information; this is requisite because they may have access to the country’s financial information or customer account information. A good data entry specialist must possess proficiency in computer software applications to perform his job responsibilities perfectly. They also update their knowledge by acquiring knowledge in new technologies, which enhances the productivity of their work. A Data Entry Specialist reports to a Data Manager to receive tasks and deadlines for his work. They also report to a Senior Data Entry Specialist in the absence of a Data Manager.
Data Entry Specialist Job Description
Below are the data entry specialist job description examples you can use to develop your resume or write a data entry specialist job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.
The duties and responsibilities of a data entry specialist are:
- Perform all data entry-related tasks such as sorting, proofing, updating, mailing, and storing
- Maintain files accurately
- Compile, sort, verify and correct data to be entered
- Review data for completeness and accuracy
- Contact authors of source documents to address data inconsistencies and to gather missing data
- Manage filing and routing of source documents after entry
- Maintain records of work completed
- Update data in appropriate databases in an accurate and timely manner to avoid backlogging
- Establish data naming standards and consistent data definitions to improve overall data quality
- Process and resolve data inquiries by searching and reviewing the databases
- Enter and update files into excel spreadsheets
- Perform administrative duties such as operating office equipment or data filing as required
- Keeping a record of hard copy data such as invoices, inventory checklists, and other financial documents
- Attending to data queries and reporting any major data errors to management
- Adhering to best data management practices and maintaining a high standard of accuracy and efficiency
- Transfer data from a hard copy to a digital database
Qualifications
- A bachelor’s degree in Computer Science or Information Communication Technology
- A proven experience of at least one year working as a data entry specialist
- Excellent knowledge of data entry software such as Ninox, Kintone, and Omprompt Order Management
- Exceptional organizational skills, a keen eye for detail, and the ability to spot errors with accuracy and efficiency
- Good communication skills and ability to collaborate with other colleagues
- Solid time management skills and the ability to prioritize task
- Excellent typing skills and experience working with Windows, Microsoft Office, and Google suit.
- Numeracy Skill
- Information sorting
- Understanding of transcribing procedures
- Source data preparation
- Skills in operating an alphanumeric keyboard.
Essential Skills
Data Entry Specialists must possess the following skills and competencies:
- Organization: data entry specialists must be highly organized because their work deals with information and record of people’s data. Try are in charge of transferring information; it is, therefore, paramount for them to be organized to prevent any error.
- Computer Skills: Data Entry Specialist spends all their day working on the computer; it is therefore paramount for them to know how to use the computer effectively. They must develop skills in typing and Microsoft Office programs to be useful in Data Entry specialist responsibilities.
- Customer Service: Data entry specialists may need to establish a relationship with clients so that they can keep patronizing the organization. They need to effectively communicate with clients to obtain relevant information from clients to update their records.
- Project management: A Data Entry Specialist’swork schedule requires working on a project which entails managing multiple projects at a particular time. He or she must know how to multi-task to carry out his role successfully. A Data Entry Specialist may need to switch quickly from one project to another to maintain accuracy.
- Basic Knowledge of Software: this has to do with the ability of data entry specialists to use varieties of software for their daily work schedule. You must have knowledge and experience with word processors and spreadsheets such as Word and Excel. These skills are not enough; you also need skills like the ability to use database software. Depending on the industry you work in; you might also be mandated to learn different types of other software such as CRM systems.]
It is therefore very important for you to have basic software knowledge and learn fast new programs to meet up with customers’ demands.
- Verbal and Communication Skill: the quality of your writing should be at an advanced level so that customers will not misinterpret you. As a data entry specialist who works with text and information, you must avoid grammatical errors and spelling mistakes.
In addition, your communication skills and ability to interact with clients must be good. You will also communicate with colleagues and other team members effectively.
- Flexibility: Many data entry specialists work in an environment that is conducive and allows them to have a flexible work schedule. They can also work remotely; their responsibilities may require them to pause their job and retrieve their file.
- Attention to Detail: Data Entry Specialists must pay high attention to detail. This implies you can focus on the work schedule or task you have been assigned to. You should be able to give your full attention to tasks to be able to do fast typing and accurate data editing. Companies around the globe value and detailed oriented strengths, especially in the areas of data entry specialist
- The Ability to Operate Standard Office Equipment
It is often necessary for data entry specialists to be able to operate standard office equipment to perform more assignments, most companies have high-quality office equipment that increases their workers’ productivity.
As a data entry specialist; the ability to operate office equipment is highly paramount depending on your daily responsibilities and schedules at work. At least you should be able to operate the following equipment: Printers, Scanners, Copiers, and Diction machines.
- Basic Research and Data Collection Skills: it is no surprise that data entry specialists are expected to do some kind of research and data collection in the course of their duties. Depending on your field of expertise; the type of research you will conduct may vary over time. You may be saddled with the responsibility of collecting research laboratory experiments. You can use online market research to conduct your research.
no matter the kind of research you are conducting; you will need some basic data gathering abilities and comprehension.
The best research and data collecting skills are:
- The ability to understand which sources of information are reliable
- Defining the right challenge of the research
- Gathering relevant information
- Analyzing data
- Using data collection tools and techniques
- Basic knowledge of Database Structure
Data entry means the input of data into a company’s database. To be efficient; you need to have basic knowledge and comprehension of what a database means, what is the structure, design, and how yo contributes to the health of the overall company database.
For instance, you should have the pre-knowledge that the database is structured in rows, columns, and tables and it is recorded to make the work schedule easier and needed in communication.
In the work process of data entry specialists; data gets updated, changed, and deleted and new information is added to the system.
- Teamwork Skills: no matter the kind of work you do whether in an office or remote setting; know that you are part of a team. You should be teamwork-oriented to perform your duties effectively. Every employer wants his employees to be team players to increase productivity at work.
- The following are good examples of teamwork skills; listening skills, assertive communication, respecting colleagues, and putting others through when performing a task.
- Confidentiality
- Elimination of duplicated information
- Effective problem solving and documentation skills
- Self-motivation.
- Paying attention to detail
How to Become a Data Entry Specialist
- Acquire a High School Diploma
The educational requirement for data entry is a high school diploma. A high school diploma is sufficient for newly employed data entry specialists who are also called data entry clerks. If you want to advance in your career; you can enroll for a bachelor’s degree in Statistics, Business Administration, or computer science. In addition, being familiar with courses like spreadsheet software and word processing can be helpful for those seeking to improve their skills.
- Enroll in Job Training
Data entry specialists can pick up voluntary jobs to gain first-hand experience. The job training focuses on areas like clerical procedures, use of computer applications, use of office equipment, best processes for organization ion, and database usage. The training can last for a month or more; this solely depends on the learning ability of the data entry specialist.
- Acquire Certifications
Most data entry clerks’ positions do not require specific certification. Professionals who want to advance their careers can acquire certifications at a technical school or college. These certificate programs can be used in place of a bachelor’s degree certificate. This certification process equips students on how to use computer programs and how to effectively enter various types of data into databases.
Most data clerk entry certificates will cover aspects such as; Word processing, computer calculations, clerical organization, workplace communication, and Bookkeeping.
- Advance your knowledge of Literacy Education
To boost your career, embark on more computer courses. Look for courses in specializations like word processing and database management. If the potential employer demands knowledge of bookkeeping or accounting; enroll in these courses to acquire more knowledge.
- Structure your resume and apply for open positions
This is a crucial step because this relates to the job directly. Structure your resume; include your educational qualification, skills, training, and experience in a concise language that relates to your qualification and job expectation. Apply for available open positions.
Where can a Data Entry Specialist Work?
There are diverse industries where data entry specialists can work because most organizations have databases. They are:
- Academic Institutions
- Banks
- Cybercafes
- Business Centers
- Government Organizations
- Information Communication Technology firms
- Healthcare
- Transportation and warehousing
- Hospitality and tourism
- Remote jobs
Data Entry Specialist Salary
The salary of data entry specialists varies based on location and experience. Below are some examples:
- In the United States, the data entry specialists’ salaries range from $20,030 to $129,700 with a median salary of $37,009. The middle 57% of Data entry specialists make $37,097 and $64,550 with the top 86% making $129,700.
- In Nigeria, the average salary of data entry specialists with 1-4 years of experience is 600,000NGN which includes bonuses and compensation. A mid-career Data Entry with 5-9 years of experience earns an average compensation of 791,133NGN.