Data Entry Clerk

The Data Entry Clerk is responsible for accurately entering, updating, organizing, and maintaining company information in databases, spreadsheets, computer systems, and physical records. The position requires strong attention to detail, accuracy, confidentiality, and the ability to manage repetitive tasks efficiently while meeting deadlines.

Key Responsibilities

• Enter and update customer, financial, inventory, employee, order, or other business information into company databases and systems.
• Review documents and source information for accuracy and completeness.
• Verify data and identify missing, duplicate, or inconsistent information.
• Correct errors and update records as needed.
• Maintain accurate electronic and physical files.
• Organize, scan, upload, and archive documents.
• Convert information from paper documents, forms, emails, and other sources into digital records.
• Perform routine data searches and retrieve information when requested.
• Maintain spreadsheets, databases, reports, and tracking logs.
• Perform regular quality-control checks to ensure data accuracy.
• Assist with preparing reports, summaries, and administrative documents.
• Handle confidential and sensitive information appropriately.
• Follow established data-entry procedures, company policies, and security requirements.
• Communicate with other departments to clarify missing or incorrect information.
• Complete assigned data-entry tasks within established deadlines.
• Assist with general administrative duties as needed.

Required Qualifications

• High school diploma or equivalent preferred.
• Previous data entry, clerical, administrative, office, or customer service experience preferred.
• Strong typing and keyboarding skills.
• Excellent attention to detail and accuracy.
• Basic knowledge of Microsoft Office or Google Workspace.
• Ability to work with spreadsheets and databases.
• Strong organizational and time-management skills.
• Ability to handle repetitive tasks while maintaining accuracy.
• Ability to work independently and as part of a team.
• Good written and verbal communication skills.
• Ability to maintain confidentiality.
• Reliable attendance and punctuality.

Preferred Qualifications

• Previous experience with data entry or administrative systems.
• Experience with Microsoft Excel, Google Sheets, or similar spreadsheet programs.
• Experience using databases, CRM systems, ERP systems, or document-management software.
• Familiarity with scanning, electronic filing, and document-management procedures.
• Typing speed of approximately 40–60 words per minute, depending on company requirements.
• Experience working with large volumes of records or transactions.

Essential Skills

• Accuracy: Enters and verifies information with a high degree of precision.
• Attention to Detail: Identifies errors, inconsistencies, and missing information.
• Organization: Keeps digital and physical records organized and easy to retrieve.
• Computer Skills: Comfortably uses computers, databases, spreadsheets, and office software.
• Time Management: Completes assignments efficiently while meeting deadlines.
• Confidentiality: Protects sensitive company, employee, and customer information.
• Communication: Clearly communicates questions or discrepancies to appropriate team members.
• Problem Solving: Identifies and resolves basic data-related issues.

Performance Expectations

Performance may be evaluated based on:

• Data accuracy
• Typing and processing speed
• Number of records processed
• Error rate
• Timeliness and productivity
• Completion of assigned projects
• Quality of documentation
• Attendance and punctuality
• Compliance with confidentiality and security procedures
• Overall reliability and teamwork

Work Environment

The Data Entry Clerk typically works in an office, administrative, warehouse, healthcare, financial, retail, or remote/hybrid environment. The position may involve extended periods of computer use and repetitive keyboarding. Depending on the organization, the employee may work independently or as part of an administrative or operations team.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to use a computer, keyboard, mouse, scanner, telephone, and other office equipment.
• Ability to read and review documents and computer screens for extended periods.
• Ability to handle paper files and documents.
• Reasonable accommodations may be provided for qualified individuals with disabilities.

Typical Duties by Category

Data Processing

• Enter information into databases and spreadsheets.
• Update existing records.
• Process forms and electronic documents.
• Verify information against original source documents.

Record Management

• Maintain electronic and paper files.
• Organize documents according to company procedures.
• Retrieve records when needed.
• Archive outdated information.

Quality Control

• Check entries for accuracy.
• Identify duplicate or incomplete records.
• Correct errors.
• Report recurring data problems to management.

Administrative Support

• Prepare spreadsheets and reports.
• Respond to internal requests for information.
• Assist other departments with administrative tasks.
• Perform other clerical duties as assigned.