Data Entry Clerk Job Description Template
This Data Entry Clerk job description template includes all the essential elements needed to describe the duties and responsibilities of a data entry clerk. Use it to write a detailed job description for a data entry clerk in your organization.
You’ll learn:
- Data Entry Clerk job profile
- Data Entry Clerk job description
- Data Entry Clerk duties and responsibilities
- Data Entry Clerk skills and requirements
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Data Entry Clerk job profile
A data entry clerk is responsible for entering data into databases, spreadsheets, etc., according to instructions given by supervisors. This includes collecting, sorting/ organizing and managing data in a digital database. In some cases, data entry clerks are required to enter data directly into forms or reports, such as those used in accounting, legal, medical, insurance, banking, retail, manufacturing, government, and many others.
The number of data entry jobs has been growing steadily in recent times. Most data entry clerks are paid hourly wages, although some companies offer bonuses for completing large projects within set deadlines. Many data entry workers receive benefits, including health care coverage, vacation days, sick pay, and retirement plans.
Typing speed is one of the most important factors in determining whether someone is qualified for a data entry job. Some employers prefer applicants with typing skills of 60 words per minute, while others look for candidates who can type 80 wpm. Those who cannot meet these standards may still qualify for employment if they demonstrate proficiency in other areas, such as spelling, grammar, punctuation, and proofreading.
Computer Skills & Experience
Most data entry positions require basic understanding and knowledge of computers and Microsoft Office software. Applicants should know how to use word processing programs like Word, Excel, PowerPoint, and Outlook, as well as database management software like Access, SQL Server, FileMaker Pro, and MySQL. They should also understand how to use email programs like Gmail, Hotmail, Yahoo Mail, and AOL Mail, and web browsers like Internet Explorer, Firefox, Chrome, Safari, Opera, and Edge. Many data entry positions also require familiarity with online shopping sites like Amazon, eBay, Walmart, and Etsy.
Education Requirements
Some companies prefer applicants who hold a high school diploma or GED certificate, while others accept college degrees. However, even without a degree, many data entry jobs allow applicants to progress quickly because they often train new hires themselves.
Data Entry Clerk job description
You can use the following template as a job description for data entry positions when job posting:
This position requires you to enter data into our database and figures into company spreadsheets. This includes updating existing records, creating new ones, and performing quality checks on submitted data. Our ideal candidate will be self-motivated, detail-oriented, organized, and able to multi-task. You will be responsible for managing multiple projects at once while maintaining accuracy and timeliness.
You should be comfortable working alone and in a fast-paced environment. We are looking for someone who wants to grow within our organization and learn new skills. If you feel like you fit the bill, please apply today!
We offer competitive pay rates and great benefits including medical/dental insurance, 401K, paid vacation and holidays, and much more!
Data Entry Clerk duties and responsibilities
A data entry clerk is responsible for entering data into databases, creating and managing spreadsheets, controlling the data integrity by comparing different sources, regularly updating existing database records, retrieving data as requested, handling incomplete documents, performing regular backups and security database activity, documenting, organizing and storing relevant documentation.
The data entry clerk must be able to work independently and communicate effectively with others.
Data Entry Clerk skills and requirements
The role of a data entry clerk can vary depending on the industry you are working in. Some companies require data entry clerks to enter information into spreadsheets while others prefer to use online portals like Zoho. If you want to find out what it takes to become a data entry clerk, here are some things you need to consider.
Keyboard typing speed
A data entry clerk needs to be able to type quickly. You don’t want someone taking too long to complete tasks because they are struggling to keep up with the pace of the job. Typing speed varies from person to person. However, most people can generally type around 60 words per minute. This is faster than average, but many professionals can do even better. To improve your typing speed, try practicing regularly.
Accuracy
If you are entering information into databases, it is important to ensure that everything you put down is accurate. Mistakes can cost businesses money and cause problems later on. For example, if you accidentally entered incorrect information about a customer, they could lose trust in your company. Therefore, make sure you double check every single piece of information you input.
Effective communication skills
You will often have to interact with customers and colleagues during the course of your day. In addition, you might have to explain certain processes to clients. These interactions can help you develop communication skills, including strong verbal communication skills. Try speaking to different groups of people and see how you perform.
Additional tasks and skills could include:
- Organizational skills – having impeccable organization
- Strong attention to detail
- Excellent knowledge and understanding of databases
- Strong computer skills
- Excellent typing rates and consistent typing accuracy (above basic typing skills)
- Previous experience as an entry-level data entry clerk
- Updating Customer Relationship Management systems
- Check source documents, screenshot documents, document conversion, and operate document management systems
- Updating company databases with accurate data records, running database backups
- Filing records
- Produce reports
- Creating presentations and working with presentation software
- Handling repetitive tasks
- Being a team player and contributing to the team effort
- Other administrative office duties
Ready to build your remote team?
Use the DigiWorks platform to hire, manage, and pay remote talent from all over the world.
Hiring for the role
Data entry employees have to be able to adjust to working in an ever-changing working environment. They can be in-person or remote workers. When hiring remotely for the role, you can choose whether you want to bring on a full-time employee or have them work flexible work hours part-time.
Using virtual assistant companies or virtual assistant marketplaces like DigiWorks is a great help when looking to hire a remote data assistant.
When hiring remote team members, the most important thing is that they are vetted. The DigiWorks platform helps business owners build their remote teams with 100% vetted VAs. Speak to us today to find out more!
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If you’re looking for a more affordable and sustainable option you might consider making use of a hiring platform like DigiWorks. Virtual assistant companies or platforms like DigiWorks are amazing as they not only match you with pre-vetted and assessed remote workers that can take care of all your business needs but they will also handle all onboarding and payroll needs as well.