What is the Job Description of a Data Entry Clerk?

If you intend to take up a job as a data entry clerk, then you should read this job description guide to the end.

Some of the duties of a data entry clerk include selecting and compiling data, keeping records and duplicating data across databases for backup.

You will also be responsible for monitoring the transfer of information across the organisation and preparing presentations.

Data entry clerk is an entry-level position therefore little or no experience is required for getting the job.

The minimum academic requirements for getting the job of a data entry clerk is a high school diploma.

Aside from academic qualifications, a data entry clerk will also require certain skills.

Ideal Candidates for this role should have good administrative and communication skills.

You will also have to possess good interpersonal and organisational skills, also giving attention to details will be advantageous.


What does a What is the job description of a data entry clerk? do?

A data entry clerk is responsible for inputting, collecting, managing and updating data.

You will be in charge of managing data In a database as well as those written or typed on papers.

Some of the information you will responsible for include:

  • Customers information
  • Inventory of available stocks
  • Financial transactions

You will be responsible for developing effective methods for storing and tracking data with ease.

Before inputting data into a database, it is important for a data entry clerk to validate the accuracy and authenticity of the information.

Aside from handling data, a data entry clerk may also perform a variety of administrative duties.

Sometimes, clerks also wear the hat of the office receptionist.

As such, you will be the first point of contact between visitors and organizations.

Data entry clerk is an entry role, therefore they are usually supervised by office managers.

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What are the duties and responsibilities of a data entry clerk?

It is vital that you know that the duties and responsibilities section of practically all job descriptions is one of the most important sections.

This is because it contains all that your employer will require you to do daily.

The responsibilities of a data entry clerk may vary slightly from company to company.

Here are some of the duties and responsibilities of a data entry clerk that are consistent in most of the job descriptions.

1. Collecting data

A data entry clerk is responsible for retrieving information from the different departments in an organisation.

They collect information such as financial reports and customer information.

2. Collating and inputting data

After receiving information from the different departments in the organisation, the data entry clerk sorts them out.

Before imputing this data into the database, the clerk first validates them.

As days go by, the clerk is also responsible for updating the information on the database.

3. Monitoring the transfer of data

It is the duty of a data entry clerk to monitor the flow of information across the organisation.

You will try to ensure that confidential information does not get to unauthorised individuals.

4. Making data representation and interpretation easier

Also, it is the duty of a data entry clerk to represent data using graphs, pie charts, histograms and the likes.

This is done to make data interpretation easier.

5. Administrative duties

Clerks also perform a variety of administrative duties.

Such duties include printing, responding to calls, and mails, preparing schedules, sorting mails and typing.

Other duties and responsibilities of a data entry clerk include:

  • Giving attention to details to avoid mistakes when imputing data.
  • Identifying and making relevant corrections to incorrect data in the database.

Data entry clerks who double up as receptionists also have to greet visitors and help them find their way around the organisation.

What qualifications do I need to become a data entry clerk?

A high school diploma is the minimum academic requirement for becoming a data entry clerk.

But, some large organisations require data entry clerks to have an associate or bachelor’s degree.

It is an entry-level role, their, little or no experience is required to get the job.

Usually, newly employed clerks are trained by more experienced employees.

In most organisations, data entry clerks are supervised by office managers and administrators.

Although employers prefer employing those who have at least two years of experience.

Due to the nature of the job, an ideal candidate should be familiar with the use of a computer system, laptops and Macbooks.

You should be able to type accurately and as fast as possible.

Ability to prepare a spreadsheet and proficiency in Microsoft Office Suite is advantageous.

Obtaining a bachelor’s degree makes a data entry clerk more eligible for promotion to more advanced positions.

A bachelor’s degree in computer science, information management technology or any related field is a good choice for educational advancement

What skills does a data entry clerk need?

This is another important part of a job description.

Aside from knowing your duties and responsibilities, it is also important that you know the skills a successful data entry clerk should have.

Just in case you do not possess most of these skills I am about to state, you should try to develop them.

These skills are also featured in a data entry clerk job description because employers look out for candidates with these skills.

Because aside from knowledge from formal education, developing these skills enables a data entry clerk to perform his or her duties better.

1. Administrative skills

A good data entry clerk should be able to type up to 40 words in a minute.

You should be capable of inputting data and quickly and timely.

Also, you should be familiar with the use of Microsoft Excel, spreadsheet and word processing.

It is advantageous for you to know how to use office equipment such as printers.

2. Communication skills

A good data entry clerk should be able to communicate effectively in writing and verbally as well.

You should be able to represent data in such a way that it will be easily understood by all.

3. Interpersonal skills

It is important for a data entry clerk to develop good relationships with his or her colleagues and supervisor as well.

This skill is more important for data entry clerks who double up as receptionist.

4. Customer service skills

This is another skill that is relevant for data entry clerks who also do the work of a receptionist.

As the first point of contact for visitors in the organisation, you have to be friendly and kind to them.

5. Organisational skills

The nature of this job requires a lot of carefulness.

You should plan and prioritise activities, multitasking is also a relevant skill.

If you can, it is also nice that you do more than one thing at a time, but do this only if you are sure you can avoid errors.

6. Attention to details

A good data entry clerk should be given to details, this will help you identify mistakes quickly.

It will also enable you to perform your duties without errors.

7. Integrity

As a data entry clerk, you will have access to confidential and delicate information.

Your employer will rely on you to keep this information confidential.

As such, it is important for you to be trustworthy and ensure that confidential information is not leaked.

How much do data entry clerks make?

Data clerks in the United States are paid an average of $14.11 per hour according to indeed.com

The figure about is peculiar to data entry clerks in the United States only.

Those with specialized skills usually receive a bigger paycheck at the end of the month.

The salary of a data entry clerk is influential by the follows factors:

  • Location; The economic situation of a state or country may affect the salary of a data entry clerk, as such, those working in states where the economy is bad may be paid less.
  • Experience: More experienced data entry clerks are likely to receive larger salaries than their less experienced colleagues
  • Employers: Those who work for larger organisations may also be paid better.
  • Qualification: Most qualified data entry clerks have the chances of receiving better pay than their less qualified colleagues.

Data entry clerk work environment and schedule

Data entry clerks typically work in offices with computers.

They spend most of their working hours receiving and inputting data.

Usually, a data entry clerk works at regular working hours and days.

What should I include in my data entry clerk resume?

A professional data entry clerk resume should feature all relevant information capable of convincing an employer that you are suitable for the job.

You should consider including information such as:

  • Years of experience
  • Qualification
  • Area of experience
  • Hard skills
  • Area of expertise
  • Soft skills
  • Establishments where you worked previously

In the course of your interview, it is advised that you make reference to the information above when responding to questions.

Conclusion: Data entry clerk job description guide

Although this job description was compiled with prospective data entry clerks in mind, it can also serve as a template for organisations.

If you have further questions concerning what being a data entry clerk entails, simply leave a comment

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