What does a Data Entry Clerk do?

Data Entry Clerks help create, populate and review files and spreadsheets that contain information important to their employer’s business. This could include everything from customer contact information to assisting in tax preparation to managing inventory. Data entry is often done manually, but some Data Entry Clerks may scan files and use other tools to increase efficiency.

Data Entry Clerks may work remotely and some are Freelancers or Independent Contractors working on a per-project basis. In-house Data Entry Clerks may occasionally be assigned additional tasks, such as opening mail, scanning documents or answering phones.

Data Entry Clerk skills and qualifications

Successful Data Entry Clerks typically have a mix of technical skills and soft skills. The soft skills are especially important when collaborating with other employees and interacting with clients and customers. Strong technical skills can help ensure verified and complete data sets.

Data Entry Clerks typically have these skills and qualifications:

• Proficiency with common data entry software, such as Microsoft Excel, Google Sheets or database management systems
• Experience using office equipment like scanners, printers and multi-line phone systems
• Typing speed of at least 50–70 words per minute with high accuracy
• Familiarity with data privacy standards and backup procedures, especially when handling sensitive or proprietary information
• Attention to detail to identify inconsistencies or duplicates and correct errors during entry
• Strong organizational skills for managing multiple data sets, spreadsheets or entry queues
• Comfort with categorizing and labeling information using logical groupings or tags
• Strong written communication skills, especially when working with internal teams or customer records
• Basic customer service skills, particularly when responding to data requests or updating client records

Data Entry Clerk experience requirements

Entry-level Data Entry Clerk positions typically don’t require prior experience, making them a good fit for candidates with strong typing skills and attention to detail. However, some roles that involve high-volume workloads or highly sensitive data may require previous experience in data entry or administrative roles.

Specialized data entry projects may require Data Entry Clerks within a specific field. For example, data entry for medical records may require a candidate with experience in healthcare, perhaps as a Medical Records Clerk. Data Entry Clerks working on e-commerce product listings may need experience with online retail platforms.

Data Entry Clerk education and training requirements

There is no formal education requirement for Data Entry Clerk positions. Instead, you may want to consider using skills-based hiring to attract qualified candidates. With this approach, use your Data Entry Clerk job listing to emphasize the skills that best align with your needs. For instance, you might look for applicants who are fast and accurate typers, already familiar with preferred data entry software and well organized.

There are some certifications that can be used to verify experience and skill sets. These include Certified Data Entry Specialist from the Institute of Data Entry Professionals and various typing speed and accuracy certifications.

Data Entry Clerk job description FAQS

What qualities make a good Data Entry Clerk?

A successful Data Entry Clerk typically has soft skills like excellent time management and organizational abilities. They excel at carefully reviewing data and spotting inaccuracies, ensuring inputs are high quality and valuable to employers. Strong attention to detail and proficiency in spreadsheet and word processing software can lead to greater productivity.

Finally, a commitment to discretion and confidentiality can be very helpful, particularly for projects dealing with sensitive financial or personal information.

What is the difference between a Data Entry Clerk and a Data Analyst?

When compared to Data Analysts, Data Entry Clerks are more often responsible for completing standardized tasks. This includes transferring and inputting data. Data Analysts spend more time poring through data that’s already entered, looking for patterns or anomalies.

Some employers may prefer Data Analysts who have degrees in mathematics, business analytics or a related subject. However, this role doesn’t require prior experience or formal education.

Is Data Entry Clerk an entry-level job?

A Data Entry Clerk can be an entry-level job. However, it’s often easier to onboard a candidate who has, at minimum, a basic understanding of word processing and strong typing skills. Some employers offer on-the-job training. This can be an opportunity to offer promising candidates ongoing training to teach them data entry best practices and train them on important software.