Data Entry Clerk Job Description Template

Data Entry Clerk Job Description

Intro Paragraph: Start your description with a short overview of the open position and a brief description of your ideal candidate. Writing this summary will help you focus on the most important qualities you seek in your next data entry clerk. While you’re at it, you can also make a quick pitch for your workplace, emphasizing what makes your organization special.

You might phrase it: “We are looking for a meticulous date entry clerk to join our team. The ideal candidate is an effective problem-solver looking to work in a congenial environment.”

About Our Workplace: Next, you’ll want to use your data entry clerk job description to outline your company’s mission and values in more detail. You might even ask two or three of your current clerical staffers to write a short summation of what they like best about working for your organization. Highlighting your company culture and emphasizing your employer brand can attract like-minded employees who are more likely to be a good fit.

Data Entry Clerk Job Responsibilities: The following list of job responsibilities may differ significantly depending on the role data plays in your operations, the types of technology your data entry clerks work with, and the size of your operations. However, here are some common responsibilities to inspire you as you write a list that reflects your hiring needs:

• Enters information into databases and/or software programs by inputting alphabetic and numeric information on a keyboard or optical scanner, uploading data from outside sources, and/or transcribing audio and video content.
• Reads source documents, such as canceled checks, sales reports, or bills, and enters data in specific data fields using keyboards or scanners.
• Compiles, sorts, and verifies accuracy of demographic, financial, and/or customer data before it is entered.
• Compares data with source documents and utilizes documentation verification formats to detect and correct recording and data entry errors and reports them to supervisors as needed.
• Maintains operational records and logs of activities and work completed.
• Adheres to organizational processes to maintain data accuracy, integrity, and confidentiality.
• Establishes entry priorities by following organizational processes or conferring with team leadership.
• Verifies customer and account data by reviewing, correcting, deleting, recovering, or reentering data.
• Purges files to eliminate duplication of data.
• Secures information by completing database backups.
• Maintains customer confidence and protects operations by keeping information confidential.
• Looks for ways to improve data collection processes, including the design of forms and templates, for data entry.
• Operates office equipment as needed to assist in data entry operations.
• Contributes to the team effort by accomplishing related results as needed.

Work Hours and Benefits: Use this section to list hours and let candidates know whether the role includes paid overtime, flexible hours, or remote work opportunities and to highlight the salary range and benefits that come with the position. To determine a fair offer for your city, you can use a salary tool like Monster’s, which allows you to input job titles and locations to calculate estimates for low, median, and high salaries. You can also emphasize appealing benefits and perks, such opportunities for skills training and advancement, paid time off, or opportunities for remote work.

Data Entry Clerk Skills and Qualifications: You can use this section of your data entry clerk job description to share the skills and experience that make someone an ideal candidate. Exhaustive lists of required skills and excessive experience requirements tend to discourage women and other historically underrepresented candidates from applying. For this reason, if you are looking to strengthen your diversity, equity, and inclusion (DEI) initiatives, you may want to limit the number of required skills you include in your date entry clerk job description. Here are some examples you could include:

• Quick and accurate typing and word processing skills
• Accuracy and attention to detail
• Integrity, discretion, and respect for confidentiality and privacy
• Ability to read, understand, evaluate, and verify a wide range of materials and information in order to recognize and correct discrepancies
• Facility with technology
• Adaptability, including the ability to learn and adhere to new processes and technology as needed
• Active listening and communication skills
• Collaborative and teamwork
• Problem solving and analytical skills
• Organization and time management
• Tolerance for repetitive tasks

Education, Experience, and Licensing Requirements:

• High school diploma or equivalent required
• Previous data entry or clerical experience or experience working in an office setting required
• Basic computer skills
• Experience working with data-entry software or cloud storage is a plus

Call to Action: Finish your data entry clerk job description strong with a call to action that tells candidates how to apply for your position.