If you intend to take up a data entry clerk job, you should read this job description guide.
Some of the duties of a data entry clerk include selecting and compiling data, keeping records, and duplicating data across databases for backup.
You will also be responsible for monitoring the transfer of information across the organization and preparing presentations.
Data entry clerk is an entry-level position; therefore, little or no experience is required to get the job.
The minimum academic requirement for getting the job of a data entry clerk is a high school diploma.
Aside from academic qualifications, a data entry clerk will also require certain skills.
Ideal Candidates for this role should have good administrative and communication skills.
You will also have to possess good interpersonal and organizational skills; giving attention to details will be advantageous.
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What is the Job Description of a Data Entry Clerk? Do?
A data entry clerk is responsible for inputting, collecting, managing, and updating data.
You will be in charge of managing data In a database and those written or typed on paper.
Some of the information you will be responsible for include:
- Customers information
- Inventory of available stocks
- Financial transactions
You will be responsible for developing effective methods for storing and tracking data with ease.
Before inputting data into a database, it is important for a data entry clerk to validate the accuracy and authenticity of the information.
Aside from handling data, a data entry clerk may also perform various administrative duties.
Sometimes, clerks also wear the hat of the office receptionist.
As such, you will be the first point of contact between visitors and organizations.
Data entry clerk is an entry role. Therefore, they are usually supervised by office managers.
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What are the Duties and Responsibilities of a Data Entry Clerk?
You must know that the duties and responsibilities section of practically all job descriptions is one of the most important.
This is because it contains all that your employer will require you to do daily.
The responsibilities of a data entry clerk may vary slightly from company to company.
Here are some of the duties and responsibilities of a data entry clerk that are consistent in most job descriptions.
1. Collecting Data
A data entry clerk is responsible for retrieving information from the different departments in an organization.
They collect information such as financial reports and customer information.
2. Collating and Inputting Data
After receiving information from the different departments in the organization, the data entry clerk sorts them out.
Before imputing this data into the database, the clerk first validates them.
As days go by, the clerk is also responsible for updating the information on the database.
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3. Monitoring the Transfer of Data
A data entry clerk must monitor the flow of information across the organization.
You will try to ensure confidential information does not get to unauthorized individuals.
4. Making Data Representation and Interpretation Easier
Also, a data entry clerk must represent data using graphs, pie charts, histograms, and the like.
This is done to make data interpretation easier.
5. Administrative Duties
Clerks also perform a variety of administrative duties.
Such duties include printing, responding to calls and emails, preparing schedules, sorting mail, and typing.
Other duties and responsibilities of a data entry clerk include:
- Giving attention to details to avoid mistakes when imputing data.
- Identifying and making relevant corrections to incorrect data in the database.
Data entry clerks who double up as receptionists also have to greet visitors and help them find their way around the organization.
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What Qualifications do I need to become a Data Entry Clerk?
A high school diploma is the minimum academic requirement for becoming a data entry clerk.
But, some large organizations require data entry clerks to have an associate’s or bachelor’s degree.
It is an entry-level role, and little or no experience is required to get the job.
Usually, newly employed clerks are trained by more experienced employees.
In most organizations, data entry clerks are supervised by office managers and administrators.
Although employers prefer employing those who have at least two years of experience.
Due to the nature of the job, an ideal candidate should be familiar with using a computer system, laptops, and Macbooks.
You should be able to type accurately and as fast as possible.
The ability to prepare a spreadsheet and proficiency in Microsoft Office Suite is advantageous.
A bachelor’s degree makes a data entry clerk more eligible for promotion to more advanced positions.
A bachelor’s degree in computer science, information management technology, or any related field is a good choice for educational advancement.
What Skills does a Data Entry Clerk need?
This is another important part of a job description.
Aside from knowing your duties and responsibilities, you must also know the skills a successful data entry clerk should have.
If you do not possess most of these skills, I am about to state you should try to develop them.
These skills are also featured in a data entry clerk job description because employers look out for candidates with these skills.
Because aside from knowledge from formal education, developing these skills enables a data entry clerk to perform his or her duties better.
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1. Administrative Skills
A good data entry clerk should be able to type up to 40 words in a minute.
You should be capable of inputting data and quickly and timely.
Also, you should be familiar with using Microsoft Excel, spreadsheets, and word processing.
It is advantageous for you to know how to use office equipment such as printers.
2. Communication Skills
A good data entry clerk should be able to communicate effectively in writing and verbally.
You should be able to represent data so that all will easily understand it.
3. Interpersonal Skills
A data entry clerk needs to develop good relationships with colleagues and supervisors.
This skill is more important for data entry clerks who double up as receptionists.
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4. Customer Service Skills
This is another skill relevant for data entry clerks working as a receptionist.
As the first point of contact for visitors in the organization, you must be friendly and kind to them.
5. Organisational Skills
The nature of this job requires a lot of carefulness.
You should plan and prioritize activities; multitasking is also a relevant skill.
If you can, it is also nice to do more than one thing at a time, but do this only if you can avoid errors.
6. Attention to Detail
A good data entry clerk should be given details; this will help you identify mistakes quickly.
It will also enable you to perform your duties without errors.
7. Integrity
As a data entry clerk, you can access confidential and delicate information.
Your employer will rely on you to keep this information confidential.
As such, you must be trustworthy and ensure confidential information is not leaked.
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How much do Data Entry Clerks make?
Data clerks in the United States are paid an average of $14.11 per hour, according to indeed.com
The figure is only peculiar to data entry clerks in the United States.
Those with specialized skills usually receive a bigger paycheck at the end of the month.
The following factors influence the salary of a data entry clerk:
- Location; The economic situation of a state or country may affect the salary of a data entry clerk; as such, those working in states where the economy is bad may be paid less.
- Experience: More experienced data entry clerks are likely to receive larger salaries than their less experienced colleagues
- Employers: Those who work for larger organizations may also be paid better.
- Qualification: Most qualified data entry clerks can receive better pay than their less qualified colleagues.
Data Entry Clerk Work Environment and Schedule.
Data entry clerks typically work in offices with computers.
They spend most of their working hours receiving and inputting data.
Usually, a data entry clerk works at regular working hours and days.
What should I include in my Data Entry Clerk Resume?
A professional data entry clerk’s resume should feature all relevant information capable of convincing an employer that you are suitable for the job.
You should consider including information such as:
- Years of experience
- Qualification
- Area of experience
- Hard skills
- Area of expertise
- Soft skills
- Establishments where you worked previously
During your interview, it is advised that you refer to the information above when responding to questions.
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Conclusion: Data Entry Clerk Job Description Guide
Although this job description was compiled with prospective data entry clerks in mind, it can also serve as a template for organizations.
If you have further questions concerning what being a data entry clerk entails, leave a comment
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