Data entry clerks are responsible for entering, updating, and maintaining data in computer systems for companies and organizations. Their duties typically include inputting data into databases and spreadsheets, verifying the accuracy of entered data, compiling reports, sorting documents, and filing records. The role of a data entry clerk is a vital part of helping businesses track information and keep digital records organized.
What are the main duties of a data entry clerk?
The primary responsibilities of a data entry clerk include:
- Entering data from paper documents, PDF files, images, and other sources into computer databases, web forms, spreadsheets, and other digital formats
- Verifying the accuracy of entered data by cross-checking it against source documents
- Identifying and correcting any data entry errors
- Sorting, organizing, classifying, and filing paperwork alphabetically or numerically in hard copy or digital formats
- Compiling and preparing reports by pulling data from databases and other sources
- Backing up digital files and storing hard copy documents
- Entering updates, modifications, and new data as needed
- Deleting outdated or redundant data
- Responding to data requests and queries
- Collaborating with team members and managers
The type of data entry clerks input on a daily basis can vary greatly depending on the industry. Some common examples include:
- Customer information such as names, addresses, phone numbers, and payment details
- Product descriptions, inventory levels, pricing, and shipping information
- Healthcare records such as patient treatment history, insurance claims, and billing codes
- Bank and financial transactions
- Survey responses and other research data
- Subscription information for publications, websites, and services
What skills are required to be a data entry clerk?
Data entry clerks need the following skills and qualifications:
- Proficiency with data entry and spreadsheet software such as Microsoft Excel
- Excellent typing speed and accuracy
- High levels of concentration and attention to detail
- Organizational skills to classify records and documents
- Basic knowledge of databases and filing systems
- Ability to identify and correct data inconsistencies
- Collaborative teamwork skills
- Discretion when handling sensitive information
- Familiarity with administrative procedures and data management principles
- High school diploma or equivalent; additional training preferred
What is the work environment like?
Most data entry clerks work in office settings at a desk with a computer and input devices. Their work environment can be described as:
- Office environment with artificial lighting and minimal noise
- Full-time schedule, typically 40 hours per week
- Sitting for extended periods while entering data
- Repetitive motion from typing and using a mouse
- Minimal physical labor aside from some filing, faxing, copying, and mailing
- Occasional opportunities for remote work after training
- Strong attention to detail required at all times
Ergonomic best practices are important for data entry clerks to avoid strain from prolonged computer use. Many companies provide ergonomic equipment and encourage breaks to reduce fatigue and errors.
What are some key data entry clerk responsibilities?
Here is an overview of some of the most important and common responsibilities performed by data entry clerks:
Accurately entering data
Carefully and meticulously inputting data from source documents is a core duty of data entry clerks. This requires continuously verifying information to catch any mistakes as they type. Accuracy is critical for maintaining up-to-date and reliable digital records.
Validating and correcting data
Data entry clerks must double-check entered data against the original source, whether paper form or digital file, to confirm it is error-free. When mistakes are found, they must correct the information in the database or spreadsheet.
Classification and categorization
Organizing information is an essential task for data entry clerks. This involves sorting documents, records, and files into proper categories. Items may be classified alphabetically, chronologically, numerically, by department, or other classification systems.
Managing databases
Data entry clerks need to have familiarity with database management programs to enter, update, and extract information. This may include proprietary software or common tools like Access, SQL, Oracle, etc. They collaborate with database administrators and IT staff regarding any issues.
Preparing reports
Data entry clerks routinely compile data from the systems they use into reports. This may include pulling relevant information to create tables, spreadsheets, and presentations to support business operations, accounting, leadership decisions, and more.
Providing customer service
Data entry clerks respond to information requests from customers, team members, and management by retrieving files, documents, and data from archives and systems as needed. They may also help explain the organization’s data management processes and policies.
Maintaining security
When working with sensitive information, data entry clerks must exercise discretion and follow data security protocols. This includes keeping passwords confidential, locking files, and safely disposing of non-digital records.
What qualifications and education do data entry clerks need?
Here are the typical requirements to secure a data entry clerk position:
- High school diploma or equivalent
- Supplemental vocational training in data entry, database management, or related fields
- 1+ years of administrative support or data entry experience
- Excellent typing speed and accuracy, usually 50+ WPM
- Proficiency with spreadsheets, database software, and other data tools
- Detail-oriented with strong organization skills
- Basic math aptitude
- Ability to pass background check
While many employers accept a high school diploma, completing a certificate program or associate’s degree in data entry, information processing, or office administration can enhance one’s qualifications and opportunities. Coursework helps develop essential computer software, database, and data management skills.
What is the job outlook for data entry clerks?
According to the U.S. Bureau of Labor Statistics (BLS), roles for data entry keyers are projected to decline by -8% between 2020 and 2030. However, data entry clerks can still expect strong competition for job openings due to the repetitive, production-focused nature of the work. Opportunities will be best for those with fast typing abilities, knowledge of legal terminology and healthcare codes, and experience with enterprise database software. Multilingual data entry clerks are also in demand to help serve global customer bases.
The median annual wage for data entry keyers in the United States was $35,850 as of May 2021 according to BLS data. The lowest 10% earned less than $24,000, while the top 10% earned over $51,000 annually.
Some factors driving the long-term decrease in traditional data entry roles include:
- Optical character recognition (OCR) technology that can automatically digitize paper documents
- Artificial intelligence that can validate and input certain data
- Increased preference for digital formats over physical documents
- Outsourcing and offshoring of routine data entry tasks
- Consolidating data management needs with dedicated database administrators
However, there are still numerous data entry tasks that require human oversight and quality control. Many organizations will have an ongoing need for skilled data entry clerks in hybrid roles that also involve supporting database administrators, coordinating with IT staff, and taking on administrative duties.
What are some examples of data entry clerk positions and salaries?
Data entry clerks work in nearly every industry that relies on digital data management and recordkeeping. Some typical position titles and average salaries include:
Position | Industry | Average Salary |
Medical Records Clerk | Healthcare | $35,000 |
Insurance Claims Clerk | Insurance | $38,000 |
Accounts Receivable Clerk | Accounting | $40,000 |
Data Entry Specialist | Office Administration | $36,000 |
Customer Service Data Entry Clerk | Retail/Ecommerce | $32,000 |
Inventory Control Clerk | Warehousing/Manufacturing | $35,000 |
Salaries can vary based on location, years of experience, industry, and specific employer. But generally data entry clerks can expect average starting wages in the $30,000 to $40,000 range.
What is a typical data entry clerk job description?
A standard data entry clerk job posting may include qualifications and responsibilities like:
Data Entry Clerk Responsibilities:
- Accurately input customer, product, healthcare, financial, or other data from forms, documents, and files into databases and spreadsheets
- Compare entered data against source documents to identify and correct errors
- Classify, organize, and archive paperwork utilizing data management best practices
- Retrieve files, records, and data to respond to information requests
- Compile routine reports by compiling relevant data from databases
- Adhere to all company data governance, privacy, and security policies
- Participate in onboarding, training, and continuing education activities
- Provide administrative support across teams as needed
Data Entry Clerk Requirements:
- High school diploma or GED
- 1+ years of data entry, clerical, or administrative experience
- Typing speed of 50+ WPM with high accuracy
- Proficiency with spreadsheets, databases, proprietary software, and standard office suites
- Excellent attention to detail and organization skills
- Good written and verbal communication abilities
- Collaborative teamwork skills
- Discretion and adherence to security protocols for sensitive data
- Ability to pass background checks as required
What is the best way to advance as a data entry clerk?
Data entry clerks have several options to advance their careers, such as:
- Pursuing higher education: Completing an associate’s or bachelor’s degree, particularly in fields like information technology, data analytics, health information management, or business can open up more specialized, higher-paying roles. Some employers offer tuition assistance.
- Obtaining certifications: Voluntary certifications in data entry, healthcare records, computer software, or other relevant domains can provide a competitive edge. Certificates demonstrate up-to-date, validated skills.
- Cross-training: Asking to take on new responsibilities outside core data entry, like helping with reporting, archives, mail distribution, or receptionist work can help build versatility. This expands promotability.
- Applying for promotions: Gaining experience and demonstrating strong performance may lead to internal promotions to supervisor, quality control specialist, or similar leadership roles.
- Expanding technical abilities: Learning new database platforms, programming and query languages, or emerging data tools can qualify clerks for more technical data coordinator or IT support positions.
The most motivated data entry clerks pursue continuous skills development and additional training to access new career opportunities over time. But even maintaining expertise in core clerical data tasks can ensure stable in-demand employment.
Conclusion
Data entry clerks perform the critical duty of transferring and organizing information into digital systems accurately and efficiently. Though routine, their work enables businesses, hospitals, research firms, and other organizations to find, analyze, and report on data. While automation threatens some data entry jobs, human oversight remains crucial for data quality and security. With strong clerical abilities, attention to detail, and basic software proficiency, data entry clerks will continue filling a vital administrative role across industries.