Data Entry Specialist job description template

4 steps to creating a data entry specialist job description that fits your needs 

There are many types of data entry specialists out there, so it is crucial to identify what data entry skills you need. Be thorough, clear, and concise in constructing your data entry job description. Include keywords associated with the primary task in your post title. Include a list of all functions to be performed, expected skills and traits, and physical and digital tools required. Give at least an estimate of the time needed, along with the hourly rate or fixed price of a contract. Below are some factors to consider when crafting a data entry specialist job description. 

1. Determine what type of data entry specialist you need

These specialists enter data in various ways, including keying in data, scanning documents, transcribing recordings, or typing in text documents such as correspondence or reports. Data entry specialists often compile, sort, and tag the information. There are also many skills to confirm accuracy, such as self-checking your entry, verifying information, reconciling conflicting data, and researching suspect data. Is the data entered online into a web portal or offline into a dedicated database? Are there specific office equipment or computer skills in which the specialist must be proficient? Some data entry specialists may focus on a type of data that requires greater knowledge of terminology such as financial, medical, or legal information. 

2. Employee vs. independent contractor vs. agency

Data entry specialists can be hired in-house or contracted through an agency or independently. An agency often provides a team of data entry specialists who can help with your project's various aspects. Perhaps you just need an independent professional who can specialize in one area and be hired quickly to fill a single talent gap within your team. Worker classification can be tricky, so check out our compliance services resources page for more information. 

3. Experience

The more experience a data entry specialist has, the more complex tasks they’ll be able to perform for your business. An entry-level data entry specialist might help your business with simple, accurate data entry and verification. Alternatively, you might search for a highly skilled data entry specialist to handle more complex data or help with advanced sorting and reconciling conflicting or incomplete data. Your project scope will determine the type of experience required.

4. Industry 

Data entry specialists are generally adept at working across multiple industries. Some focus on specific fields, such as healthcare, finance/accounting, insurance, government/politics, and retail/sales. 

Next steps

Take our job description sample, incorporate your specific needs, and write an effective job post for a data entry specialist. Then check out Upwork’s top independent professionals, including those who specialize in different aspects of the job. Each profile outlines an independent professional’s qualifications and experience, project success rates, and feedback from previous clients, so you can get a feel for whether the data entry specialist matches your job description. 

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