Data Entry Clerk

The Data Entry Clerk is responsible for accurately entering, updating, organizing, and maintaining information in company databases, spreadsheets, computer systems, and records. This position requires strong attention to detail, accuracy, organization, and the ability to handle confidential information.

The ideal candidate is dependable, computer proficient, highly organized, and capable of working independently while meeting established productivity and accuracy standards.

Essential Duties and Responsibilities

• Enter data accurately and efficiently into databases, spreadsheets, and company systems.
• Review documents and verify information for completeness and accuracy.
• Update existing records and correct inaccurate or outdated information.
• Organize and maintain electronic and physical files.
• Process invoices, forms, orders, applications, reports, or other business documents as assigned.
• Compare entered information against source documents to identify errors or discrepancies.
• Perform data verification and quality-control checks.
• Maintain accurate customer, vendor, employee, inventory, or operational records.
• Retrieve and provide information from databases and company records when requested.
• Scan, upload, rename, and organize electronic documents.
• Prepare spreadsheets, reports, lists, and other administrative documents.
• Handle confidential and sensitive information appropriately.
• Follow established data-entry procedures, filing systems, and company policies.
• Communicate with other departments to resolve missing, incomplete, or inconsistent information.
• Meet established deadlines, productivity goals, and accuracy standards.
• Report data discrepancies, system problems, or recurring errors to the appropriate supervisor.
• Assist with general administrative and clerical duties as needed.
• Perform other duties as assigned.

Required Qualifications

• High school diploma or equivalent preferred.
• Previous data entry, administrative, clerical, or office experience preferred.
• Strong computer and keyboarding skills.
• Excellent attention to detail and accuracy.
• Ability to read and interpret documents and written instructions.
• Strong organizational and time-management skills.
• Ability to work independently and meet deadlines.
• Basic knowledge of Microsoft Office, Google Workspace, or similar software.
• Ability to maintain confidentiality.
• Reliable attendance and punctuality.
• Strong written and verbal communication skills.

Preferred Qualifications

• Previous experience with data entry or records management.
• Experience with Microsoft Excel or Google Sheets.
• Experience using databases, CRM systems, ERP systems, or document-management software.
• Familiarity with scanning, electronic filing, and document processing.
• Strong typing speed and accuracy.
• Experience handling confidential or sensitive business information.

Key Skills and Competencies

Accuracy: Enters and reviews information carefully while minimizing errors.

Attention to Detail: Identifies missing, inconsistent, or incorrect information.

Organization: Maintains orderly electronic and physical records.

Computer Skills: Uses office software, databases, spreadsheets, email, and other computer systems effectively.

Time Management: Completes assigned work efficiently and meets deadlines.

Confidentiality: Protects company, customer, employee, and other sensitive information.

Reliability: Consistently arrives on time and completes assigned responsibilities.

Problem Solving: Identifies discrepancies and takes appropriate steps to resolve them.

Performance Expectations

Performance may be evaluated based on:

• Data-entry accuracy.
• Typing speed and productivity.
• Timeliness of completed assignments.
• Quality and organization of records.
• Attention to detail.
• Compliance with company procedures.
• Attendance and punctuality.
• Ability to meet department deadlines.
• Proper handling of confidential information.

Work Environment

The Data Entry Clerk typically works in an office, administrative, warehouse, medical, financial, customer service, or other business environment. The position generally involves extended periods of computer use and may require repetitive keyboarding and data-entry activities.

Depending on the employer, the position may be performed on-site, remotely, or in a hybrid environment.

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Ability to use a keyboard, mouse, telephone, scanner, and other standard office equipment.
• Ability to read information from computer screens and documents.
• Ability to perform repetitive hand and wrist movements associated with keyboarding.
• Ability to lift or move files and office materials when required.
• Reasonable accommodations may be provided to qualified individuals with disabilities in accordance with applicable law.

Schedule

The position may be full-time or part-time. Schedule requirements may include:

• Monday through Friday.
• Standard business hours.
• Occasional evenings, weekends, or overtime depending on business needs.

Compensation and Benefits

Compensation will depend on experience, qualifications, geographic location, and employer pay structure.

Benefits may include:

• Medical, dental, and vision insurance.
• Paid time off.
• Paid holidays.
• Retirement or 401(k) plan.
• Employee discounts.
• Performance bonuses.
• Life and disability insurance.
• Training and professional development opportunities.

Benefits vary by employer and employment status.