Data Entry Clerk Job Description: Top Duties and Qualifications

Last updated: August 22, 2022

A Data Entry Clerk, or Data Entry Specialist, is responsible for inputting data and making changes to existing data figures in digital databases. Their duties include inputting data from paper documents into digital spreadsheets, updating order statuses for customers and double-checking their work to make sure they inputted data correctly.

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Data Entry Clerk Job Duties and Responsibilities

The specific job duties and responsibilities of a Data Entry Clerk will depend on the industry in which they work. Data Entry Clerks will often have the following responsibilities:

  • Create spreadsheets to track important customer information and orders.
  • Transfer data from hard copy to a digital database.
  • Update customer information in a database.
  • Organize existing data in a spreadsheet.
  • Verify outdated data and make any necessary changes to records.
  • Operate common office equipment, like scanners and printers.
  • Search for and investigate information contained in files.
  • Perform regular database backups to secure data.
  • Input text-based and numerical information from source documents.
  • Provide occasional administrative support.
  • Sort and organize hard copies of paperwork after entering data electronically.
  • Review data for deficiencies or errors.
  • Assist with special projects that require large amounts of data entry.
  • Provide data entry support across departments on an ad-hoc basis.
  • Type in data quickly and efficiently.
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What Does a Data Entry Clerk Do?

Data Entry Clerks typically work for corporations either in the office or remotely to help them maintain accurate data records for their company. They work closely with other Data Entry Clerks to divide tasks and verify each other’s work. Their job is to use computer devices and software programs to input and update a variety of data. They may also be responsible for reviewing financial statements and updating monetary figures as the company obtains more revenue or pays off liabilities.

Data Entry Clerk Skills and Qualifications

A Data Entry Clerk will have certain prerequisite qualifications and skills, which include:

  • Organization: Data Entry Clerks will need strongly developed organizational skills. They are often in charge of transferring and updating information and minimal errors can impact the entire business.
  • Computer skills: Data Entry Clerks will spend the majority of their workday on the computer. Skills in typing and Microsoft Office programs will be useful in the Data Entry Clerk role.
  • Customer service: Data Entry Clerks may need to communicate with customers to update information, depending on the role. The ability to clearly and efficiently communicate and retrieve important information to update records is required.
  • Project management: Project management skills will assist the Data Entry Clerk in managing multiple projects at one time. A Data Entry Clerk may need to quickly shift from one project to another, and the ability to maintain accuracy is important.

Data Entry Clerk Salary Expectations

The average expected salary for a Data Entry Clerk is $2,187 per month. Data Entry Clerk salaries may range depending on geographical location, experience and industry. An entry-level Data Entry Clerk who is in charge of a smaller database can typically expect to earn less than a more experienced Data Entry Clerk who oversees and creates customer information spreadsheets. Additionally, Data Entry Clerks who have specialized skills or certifications, like a Certified Data Entry Specialist, can expect to earn more.

Data Entry Clerk Education and Training Requirements

A minimum of a high school diploma or equivalent is generally required to obtain an entry-level Data Entry Clerk position. Many Data Entry clerks will first obtain an entry-level position in which they can begin to develop their data skills. The majority of training for a Data Entry Clerk will be on-the-job, learning the requirements of the business in which they work. Data Entry Clerks might initially work underneath a more experienced entry clerk and then work their way up to a lead or supervisor position.

Data Entry Clerk Experience Requirements

Previous experience requirements will depend on the organization and its needs. Some hiring managers may prefer to hire an entry-level Data Entry Clerk and then train them on the individual needs of the business. Other hiring managers, however, might prefer to hire a Data Entry Clerk who is experienced using Microsoft Excel or other database programs. Additionally, when hiring a Data Entry Clerk, an organization may require specific experience or skills, like the ability to create and organize new databases. 

Job Description Samples for Similar Positions

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Frequently asked questions about Data Entry Clerks


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

The difference between a Data Entry Clerk and a Data Analyst lies in their education and specific job responsibilities. For example, a Data Entry Clerk typically holds a high school diploma or GED. They complete standard tasks, including transferring, inputting and updating data into digital databases or spreadsheets. In contrast, a Data Analyst usually has a bachelor’s degree in finance, mathematics, business analytics or economics and may also hold a master’s degree. 

Because of their education, Data Analysts have the ability to review groups of data to identify trends or isolate problems relating to business operations. Based on their findings, they work closely with other business professionals to suggest areas to focus their efforts, including improving HR procedures or discontinuing a product.


What are the daily duties of an Data Entry Clerk?

On a typical day, a Data Entry Clerk starts by checking their email and voicemail to receive documents and instructions from management about deadlines. They review their schedule to determine what they need to accomplish. Throughout the day, they review paper or digital documents and transfer information into organized spreadsheets. They also update old files that include a client’s contact or account information. Before submitting their work, they compare the original data to what they transferred into spreadsheets and make changes accordingly.


What qualities make a good Data Entry Clerk?

A good Data Entry Clerk is someone who possesses excellent time management. This quality enables them to complete various data entry tasks within their set deadlines. They need to have superb attention to detail, which allows them to input accurate data and check their work to catch errors. Further, a good Data Entry Clerk also practices confidentiality. This is important as they may have access to a company’s financial documents or customer account information. 

A good Data Entry Clerk should have proficiency in computer software programs and systems to perform their job duties well. They also value continued education in new technologies, which contributes to their productivity at work.


Who does a Data Entry Clerk report to?

A Data Entry Clerk typically reports to a Data Manager to receive assignments and deadlines for their work. They may also report to a Senior Data Entry Specialist in the absence of a Data Manager.

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