Data Entry Clerks keep track of the activities performed by individuals and departments of a designated organization. They compile, organize, manage, and update text and numerical data and information, entering it into spreadsheets and other computerized databases.
They usually report to Database Administrators and may be employed in all kinds of organizations throughout the public and private sectors.
Here’s a non-exhaustive list of common tasks Data Entry Clerks are required to complete.
- Collecting data from various departments by receiving and registering invoices, forms, records, and other documents for data capture.
- Compiling and entering data, statistics, transactions, and other information into computerized systems and databases, using a keyboard, mouse, optical scanner, or other data entry tools:
- Updating, importing, and exporting data between different kinds of software;
- ensuring data is stored in an organized and easy to retrieve manner as to facilitate data access, extraction, and interpretation;
- verifying and evaluating the accuracy, consistency, and completeness of data; and
- locating and correcting data entry errors or reporting them to supervisors.
- Scanning, printing, and storing documents in both electronic format and hard copies.
- Controlling data distribution and arranging data transfer, ensuring confidential information is protected from unauthorized parties.
- Managing data storage, back-up, and recovery procedures:
- Maintaining logs of activity and completed work.
- Creating graphs, pie charts, and other diagrams in order to interpret and present data more easily.
- Assisting with administrative duties, such as answering and forwarding calls and emails, sorting and distributing incoming mail, or preparing shift schedules.
- Transcribing dictations and preparing correspondence, if necessary.
- In some cases, designing and improving databases.
- Retrieving data and entering information into the appropriate systems.
- Verifying and evaluating the accuracy, consistency, and completeness of data.
- Answering information requests by interpreting, presenting, exporting and/or sharing data, as required.
- Ensuring data is protected from unauthorized parties.
- Performing data back-up.
The average Data Entry Clerk salary is $29,515 per year or $15 per hour. This is the same as the Median wage of the country. Entry level positions start at $21,000 while most experienced workers make up to $41,000. These results are based on 436 salaries extracted from job descriptions.
- Outstanding analytical and problem-solving skills:
- Skillfully gathering and analyzing information;
- effectively reading and reviewing information; and
- identifying issues and resolving problems in a timely manner.
- Exceptionally self-sufficient, with strong attention to detail and high levels of thoroughness:
- Working with minimum supervision using initiative and sound judgment;
- being able to accurately and thoroughly document, record, and verify information;
- entering and reviewing data efficiently and accurately;
- ensuring standard specifications are met; and
- staying focused during highly repetitive tasks.
- Administrative skills:
- Demonstrated proficiency in computer word processing, spreadsheet and, especially, in database applications;
- excellent typing skills; being able to type and enter data in an accurate and timely manner, usually at a speed rate of 40 to 60 words per minute; and
- being able to operate basic office equipment, such as copiers and printers.
- Organizational and time management skills:
- Prioritizing and planning work activities as to use time efficiently while handling a high volume, diverse workload; and
- multitasking; being able to meet deadlines without jeopardizing the quality of work.
- Great communication skills:
- Communicating clearly, especially in writing, in order to present data in a clear and organized manner.
- High levels of flexibility, responsiveness, and resourcefulness:
- Handling information requests in a timely and efficient manner;
- being able to learn and adapt quickly, while facing continuously changing demands; and
- having an extensive knowledge of standard practices, procedures, and equipment.
- Trustworthy enough to handle confidential information.
Most Data Entry Clerks positions are entry-level jobs that require little to no experience (usually between 0 and 2 years). However, prior Accounting or administrative experience is often preferred, as well as advanced computer, math, and English skills.
The minimal educational requirement for this position is a high school diploma. However, more and more employers now seek candidates who have earned a college or vocational degree in a relevant field, such as Accounting or Administration Studies.
Besides, any higher level of education is often recognized as experience and will eventually allow candidates to apply for higher positions (e.g. Database Administrator, Network Administrator, or Computer Programmer), which often requires a bachelor’s degree in Computer Science, Computer Engineering, or Information Technology.