Data Entry Clerk Job Description [Updated for 2024]

data entry clerk job description

In the modern business world, the need for efficient Data Entry Clerks has never been greater.

As industries continue to digitize and data becomes more valuable, the demand for detail-oriented individuals who can organize, process, and secure our digital information grows steadily.

But let’s break it down: What’s really expected from a Data Entry Clerk?

Whether you are:

  • A job seeker trying to understand the core of this role,
  • A hiring manager outlining the perfect candidate,
  • Or simply curious about the fundamentals of data entry,

You’re in the right place.

Today, we present a customizable Data Entry Clerk job description template, designed for effortless posting on job boards or career sites.

Let’s dive right in.

Data Entry Clerk Duties and Responsibilities

Data Entry Clerks are integral in ensuring that companies are keeping up with their information and data processing needs.

They are responsible for entering data into different computer databases, manage and maintain effective record keeping.

In addition, they may be responsible for organizing files, collecting and managing data to be entered into the computer.

The daily duties and responsibilities of a Data Entry Clerk include:

  • Preparing and sorting documents for data entry
  • Entering data into database software and checking to ensure the accuracy of the data that has been inputted
  • Resolving discrepancies in information and obtaining further information for incomplete documents
  • Creating data backups as part of a contingency plan
  • Responding to information requests from authorised members
  • Testing new database systems and software updates
  • Maintaining confidentiality and security of company records
  • Updating and maintaining information on company databases and computer systems


Data Entry Clerk Job Description Template

Job Brief

We are looking for a skilled Data Entry Clerk to join our team.

The ideal candidate will be computer savvy with a keen eye for detail.

Data Entry Clerk responsibilities include collecting and entering data in databases and maintaining accurate records of valuable company information.

You will work with a data team and Data Manager, and previous experience as a Data Entry Clerk or similar position will be considered an advantage.

Ultimately, a successful Data Entry Clerk will be responsible for maintaining accurate, up-to-date and useable information in our systems.



  • Insert customer and account data by inputting text based and numerical information from source documents within time limits
  • Compile, verify accuracy and sort information according to priorities to prepare source data for computer entry
  • Review data for deficiencies or errors, correct any incompatibilities if possible and check output
  • Research and obtain further information for incomplete documents
  • Apply data program techniques and procedures
  • Generate reports, store completed work in designated locations and perform backup operations
  • Scan documents and print files, when needed
  • Keep information confidential
  • Respond to queries for information and access relevant files
  • Comply with data integrity and security policies
  • Ensure proper use of office equipment and address any malfunctions



  • Proven data entry work experience, as a Data Entry Operator or Office Clerk
  • Experience with MS Office and data programs
  • Familiarity with administrative duties
  • Experience using office equipment, like fax machine and scanner
  • Typing speed and accuracy
  • Excellent knowledge of correct spelling, grammar and punctuation
  • Attention to detail
  • Confidentiality
  • Organization skills, with an ability to stay focused on assigned tasks
  • High school diploma; additional computer training or certification will be an asset



  • 401(k)
  • Health insurance
  • Dental insurance
  • Retirement plan
  • Paid time off
  • Professional development opportunities


Additional Information

  • Job Title: Data Entry Clerk
  • Work Environment: Office setting with flexible hours. May include some remote work.
  • Reporting Structure: Reports to the Data Manager or Data Team Leader.
  • Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
  • Pay Range: $28,000 minimum to $40,000 maximum
  • Location: [City, State] (specify the location or indicate if remote)
  • Employment Type: Full-time
  • Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
  • Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].


What Does a Data Entry Clerk Do?

Data Entry Clerks are vital members of administrative teams, working in various industries such as finance, healthcare, education, or for government institutions.

They are responsible for compiling, verifying the accuracy, and sorting information to prepare source data for computer entry.

This might include entering data from paper records into computer systems or transcribing data from phone conversations or recordings.

Data Entry Clerks review data for deficiencies or errors, correct any incompatibilities if possible and check the output to ensure the information is complete.

They also maintain data entry requirements by following data program techniques and procedures.

In addition, they may also perform regular backups to ensure data preservation and provide assistance to other team members when needed.

They may also help generate reports, store completed work in designated locations, and perform backup operations.

Another part of their role is to maintain confidentiality as they often handle sensitive or proprietary information.

They are expected to respect the company’s data privacy guidelines and ensure all information is handled with integrity and discretion.

As a key part of their job, Data Entry Clerks are expected to be proficient in various data management software, have a good typing speed, and demonstrate high attention to detail.


Data Entry Clerk Qualifications and Skills

A competent Data Entry Clerk should possess the skills and qualifications that adhere to your job specifications, such as:

  • Fast and accurate typing skills to input data quickly and efficiently.
  • Proficiency in the use of various office software such as Microsoft Office Suite, especially Excel and database systems.
  • Attention to detail to ensure data accuracy and integrity, catching any errors or inconsistencies in the data.
  • Organization skills to manage and prioritize multiple tasks and projects simultaneously.
  • Good communication skills, both verbal and written, to effectively liaise with different teams, interpret and relay information accurately.
  • Basic understanding of data confidentiality principles to ensure sensitive information is handled securely.
  • Problem-solving skills to identify, address, and resolve any issues that arise during data entry.
  • Ability to work under pressure and meet strict deadlines while maintaining accuracy and efficiency.


Data Entry Clerk Experience Requirements

Entry-level data entry clerks often have less than a year’s worth of experience, typically acquired through part-time roles or internships.

During this time, they may gain experience in handling data management software, data processing, and maintaining data integrity.

Candidates with 1-2 years of experience are typically familiar with a wider range of data entry duties.

They would have likely worked in office settings and used common office software, such as Microsoft Office suite, specifically Excel.

In addition, they might have experience in organizing files, integrating new data, and upkeeping databases.

Those with more than 3 years of experience often have developed their typing speed and accuracy, have knowledge of data confidentiality principles, and are well versed in the use of office equipment.

They may also have experience with more specialized or industry-specific data entry software.

Data entry clerks with more than 5 years of experience often have significant knowledge in data management and may have supervised junior data entry clerks.

They are typically ready for more challenging roles such as data analyst or data manager, where they can leverage their extensive experience in data handling and management.


Data Entry Clerk Education and Training Requirements

Data Entry Clerks typically require a high school diploma or equivalent.

Postsecondary education is not usually required but having an associate’s or bachelor’s degree in a related field like information technology, business administration, or computer science can be beneficial.

These professionals must have excellent typing skills and knowledge of data processing tools and software.

They should be proficient with Microsoft Office Suite, particularly Excel, and any other database software.

Depending on the specific role and industry, they may require knowledge in a specialized field such as finance, healthcare, or logistics.

Therefore, some employers might prefer candidates who have undergone specific training programs relevant to their industry.

Some Data Entry Clerks may also opt for certification programs offered by various institutions.

These certifications can validate a candidate’s proficiency in data entry tasks, speed, accuracy, and understanding of relevant software.

In addition to these, strong attention to detail, organizational skills, and ability to multitask are crucial for a career in data entry.

On-the-job training is typically provided to understand the specific data and software used by the company.


Data Entry Clerk Salary Expectations

A Data Entry Clerk earns an average of $15.00 (USD) per hour.

The actual pay can vary depending on factors such as years of experience, the size of the company, and the geographical location.


Data Entry Clerk Job Description FAQs

What skills does a data entry clerk need?

Data Entry Clerks should have excellent typing skills, including a high level of accuracy and speed.

They need to be proficient in using office software such as MS Office and databases.

Good attention to detail, organizational skills, and the ability to multitask are also essential.

Moreover, they should have good written and verbal communication skills for interacting with team members and supervisors.


Do data entry clerks need a degree?

Data Entry Clerks typically do not need a degree, though a high school diploma or equivalent is often required.

Employers usually provide on-the-job training.

However, having some college education or an associate degree can be an advantage, particularly if the job requires more complex tasks or understanding of a specific industry.


What should you look for in a data entry clerk resume?

A data entry clerk resume should highlight the candidate’s typing speed and accuracy.

Experience with data entry software, databases, MS Office, and administrative procedures is also crucial.

Look for demonstrated skills in attention to detail, organization, and communication.

Previous work experience in a similar role is an added advantage.


What qualities make a good data entry clerk?

A good data entry clerk is very detail-oriented and values accuracy in their work.

They are organized, capable of managing their time effectively, and can handle multiple tasks simultaneously.

Good clerks also have excellent computer skills, particularly with typing and using various software.

They are also reliable and committed to meeting deadlines.


What are the daily duties of a data entry clerk?

A data entry clerk’s daily duties typically include entering and updating information into a computer system or database, checking data for accuracy and correcting any errors, and managing and organizing files.

They may also be responsible for maintaining office equipment, taking phone calls, and other administrative tasks.

More complex roles may involve analyzing data or preparing reports.


Is it difficult to hire data entry clerks?

The level of difficulty in hiring data entry clerks can vary depending on the specific requirements of the role.

While there is often a large pool of candidates with basic data entry skills, finding candidates with specific industry knowledge, advanced technical skills, or a high level of accuracy and speed can be more challenging.

Offering competitive pay and opportunities for advancement can help attract and retain the best candidates.



So there you have it.

Today, we’ve revealed what it truly takes to be a data entry clerk.

And guess what?

It’s not just about typing information into a system.

It’s about being the backbone of data management, one record at a time.

With our handy data entry clerk job description template and real-world examples, you’re ready to hit the ground running.

But why stop there?

Dive deeper with our job description generator. It’s your next step to creating accurate job listings or refining your resume to perfection.


Every data entry is a step towards better business management.

Let’s build that future. Together.

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