Data Entry Clerk

The Data Entry Clerk is responsible for accurately entering, updating, organizing, and maintaining information in databases, spreadsheets, computer systems, and digital records. This position ensures that company information is complete, accurate, organized, and accessible while maintaining confidentiality and meeting established productivity and quality standards.

The ideal candidate is detail-oriented, organized, dependable, computer proficient, and able to work accurately with large amounts of information.

Key Responsibilities

• Enter data accurately into databases, spreadsheets, and company systems.
• Review source documents and verify information before entering data.
• Update existing records and correct inaccurate or incomplete information.
• Check data for errors, duplicates, missing information, and inconsistencies.
• Maintain accurate customer, employee, vendor, inventory, financial, and operational records.
• Process forms, invoices, orders, applications, receipts, and other documents.
• Scan, upload, label, and electronically file documents.
• Organize and maintain electronic and physical records.
• Retrieve information and records when requested by authorized personnel.
• Perform data verification and quality-control checks.
• Assist with data cleanup and database maintenance.
• Prepare spreadsheets, lists, reports, and summaries.
• Enter information from paper documents, emails, PDFs, and other sources.
• Communicate with departments to clarify missing or incorrect information.
• Maintain confidentiality of sensitive and proprietary information.
• Follow established data-entry procedures and formatting standards.
• Meet required accuracy, productivity, and turnaround-time goals.
• Assist with administrative tasks and special projects as assigned.

Administrative Responsibilities

• Manage electronic files and folders.
• Organize documents using established naming and filing conventions.
• Respond to routine internal requests for information.
• Maintain spreadsheets and tracking logs.
• Assist with document preparation and record management.
• Support office and administrative teams with data-related tasks.
• Maintain accurate records of completed work.

Data Quality Responsibilities

• Review entered information for accuracy and completeness.
• Compare digital records against original source documents.
• Identify discrepancies and report them to the appropriate department.
• Remove or correct duplicate records when authorized.
• Perform routine audits of database information.
• Maintain consistent formatting and data-entry standards.
• Ensure records are updated promptly when information changes.

Required Qualifications

• High school diploma or equivalent preferred.
• Previous data entry, administrative, clerical, office, or customer service experience preferred.
• Strong attention to detail and accuracy.
• Good typing and computer skills.
• Strong organizational and time-management abilities.
• Ability to work independently and meet deadlines.
• Ability to handle repetitive tasks while maintaining accuracy.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality.
• Ability to learn new software and systems quickly.

Preferred Qualifications

• Experience with high-volume data entry.
• Experience working with databases and spreadsheets.
• Experience with Microsoft Excel.
• Experience with CRM, ERP, inventory, accounting, or HR systems.
• Experience processing invoices, orders, customer records, or financial information.
• Experience with document-management systems.
• Experience working remotely or in a hybrid environment.

Technical Skills

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Google Sheets
• Google Docs
• Google Drive
• Database systems
• CRM systems
• ERP systems
• Document-management software
• Scanning and electronic filing systems
• Data-entry software

Key Skills and Competencies

• Data entry
• Typing accuracy
• Attention to detail
• Accuracy
• Organization
• Record keeping
• Computer literacy
• Microsoft Office
• Data verification
• Database management
• Time management
• Multitasking
• Confidentiality
• Problem solving
• Communication
• Reliability
• Administrative support

Typical Daily Activities

A typical day may include:

1. Reviewing emails, forms, documents, and data-entry assignments.
2. Entering information into databases and spreadsheets.
3. Comparing records against source documents.
4. Identifying and correcting errors.
5. Updating customer, vendor, employee, or operational records.
6. Scanning and electronically filing documents.
7. Preparing spreadsheets and basic reports.
8. Responding to internal data requests.
9. Following up on missing or incomplete information.
10. Performing data-quality checks.
11. Organizing electronic records.
12. Completing assigned administrative and data-entry projects.

Performance Expectations

The Data Entry Clerk is expected to:

• Maintain a high level of accuracy.
• Complete assigned work within established deadlines.
• Follow data-entry and record-management procedures.
• Protect confidential information.
• Maintain organized and accurate records.
• Identify and report data discrepancies promptly.
• Meet established productivity and quality standards.
• Demonstrate reliability, professionalism, and attention to detail.

Work Environment

The Data Entry Clerk may work in an office, hybrid, or fully remote environment. The position generally involves extended computer use, repetitive keyboard and mouse activity, and working with large volumes of digital or printed information.

Employment Type

This position may be offered as:

• Full-time
• Part-time
• Temporary
• Contract
• Freelance
• Remote
• Hybrid
• On-site

Reporting Structure

The Data Entry Clerk may report to an Office Manager, Administrative Manager, Operations Manager, Data Management Supervisor, or department manager.

Equal Opportunity Statement

The company is committed to providing equal employment opportunities to qualified applicants and employees and prohibits discrimination in accordance with applicable federal, state, and local laws.