How To Get a Data Entry Clerk Job

Data entry is the process of manually entering or updating information on a computer system or database. It covers a variety of processes like data formatting, conversion of computer data from one format into another, and transcribing voice or video recordings into text. Entering accounting details, updating customer information, and inputting daily sales records are a few examples of a data entry clerk’s responsibilities.  

Besides employing full-time data entry clerks, some businesses hire short-term contractors and freelancers to work on specific data entry projects. Payments for these roles can be on a per-project basis or according to fixed hourly, weekly, or monthly wages. Employers may consider your typing speed and accuracy while deciding how much to pay you.

5 steps to get a data entry clerk job

Getting a job as a data entry clerk or typist usually requires a combination of qualifications, and can include formal education, training, certification, and experience. It also requires a certain aptitude for dealing with large amounts of sometimes confusing data on a daily basis. If you’re interested in snagging a role as a data entry clerk, check out the steps below that will help you land a job in the profession.

Steps to finding a data entry clerk job:

1. Do your research
2. Get the right education
3. Develop relevant skills
4. Earn certifications
5. Get experience and training

1. Research industries and companies

The first step for you as a job seeker in data entry is to understand the industries and enterprises that are most suitable for you. A data entry position in the health sector might be quite different from a similar job at a tech or retail organization, for instance. You’ll need to familiarize yourself with relevant job descriptions, technical qualifications, and the expertise required for data entry in different industries.

Data entry prospects are slimming down in sectors that are heavily invested in automation, like tech startups, for instance. On the other hand, businesses like insurance firms and management consultancies continue to rely on manual data entry for most of their processes. Discovering which industries offer the best prospects for you will help you focus on a narrower but more promising field.

Narrow down your choices further still by choosing whether you’re open to applying to startups or looking for well-established companies only. Both types of businesses come with pros and cons.

Working for a startup can be a high-risk yet high-reward prospect. Startups typically give employees more flexibility and better chances at personal development—but they also come with the inherent risk of failure.

Established companies, on the other hand, offer job stability and clearly defined responsibilities. It can be harder to make your mark in well-established companies though, due to increased competition. Which choice you should make depends on your personal career goals.  

2. Get the right education

Educational requirements in data entry depend on the industry and company. Most companies expect at least a high school diploma or equivalent for entry-level positions. They may require proficiency in their software and hardware. Some organizations require an associate’s or even bachelor’s degree.

You may find that startups are more lenient when it comes to academic qualifications since they’ve had less time to develop a corporate culture or formal hierarchy. Startups are often more interested in a person’s trainability and spirit. Legacy companies, on the other hand, may have more exacting requirements and be less flexible.  

3. Develop relevant skills

Data entry clerks applying for entry-level jobs will need to show proficiency in several relevant skills, including technical skills and soft skills. Below, we’ve listed some of the skills you should develop while you’re looking for your data entry clerk position:

• Computer skills. Any data entry professional should be comfortable with relevant computer software like Microsoft Excel, TypeForm, and Wufoo. Additionally, you’ll want to familiarize yourself with functions and tools like VLOOKUP and Pivot Tables, which are used extensively across industries in the data entry field.

• Typing speed and accuracy. Data entry clerks are expected to have a reasonably high word-per-minute typing speed, since typing constitutes a large portion of their job. Typing accuracy is an equally important metric as it’s directly related to improving productivity and reducing errors on the job.  

• Time management skills. Since data entry usually involves inputting huge volumes of data into computer systems, time management is a crucial skill for any aspiring data entry clerk. You should also expect to be able to show an ability to work under pressure, manage multiple projects simultaneously, and stick to tough deadlines to be considered for a job.

• Communication skills. As a data entry clerk, you’ll need to constantly update team leaders and office managers about quality parameters, progress, and other related concerns. This calls for clear and efficient communication techniques. Data entry clerks need to be able to avoid backlogs, adhere to deadlines, and address relevant issues, all of which are tasks that require adept communication.
• Organizational skills. Handling large amounts of data can be cumbersome, and the task can be prone to mistakes. A data entry clerk needs to be meticulous and thoroughly organized. Keeping track of multiple pipelines of information and managing files are important parts of saving time and boosting productivity.  

4. Earn certifications

Certifications are another way for data entry job seekers to add value to their resumes and improve their chances to both land work and get promoted. Certifications can make one candidate stand out from another, even if they have similar academic qualifications and experience.

In addition to the specialized data entry certifications offered by many colleges and online programs, you can get certified in specific software programs such as Excel or even job-relevant functions like project management or time management. Certifications are a great way to highlight your skill set and get the attention of potential employers.

Being certified in technical skills is important for a number of reasons. It shows companies that you see data entry as part of your career and more than a stop-gap between other work. And it signals that you can hit the ground running and may need less on-the-job training. Hiring a self-starter translates to financial savings for companies and time savings too.

However, remember that soft skills like conflict resolution, negotiation, and networking are also considered important skills in the workplace. So if you feel like you can improve in these areas as well, consider taking courses and receiving certifications when it comes to soft skills too.

Many online resources provide certificate programs for soft skills, including:

• Coursera
• LinkedIn Learning
• Udemy

Employers prefer candidates whose academic qualifications and work experience are complemented by personality traits that contribute to positive office environments.

5. Get experience and training

Finding and keeping work is easier for candidates who have relevant experience and training in their field, including data entry. If you’re fresh out of school and have never held a data entry job before, you might start by volunteering for an NGO or looking for career-specific training programs and internships. The idea here is that some experience is better than no experience.

Freelancing is another option that can help you get started in data entry. It can give you a head start over candidates without any job experience. A portfolio of completed freelance projects can help convey your technical skills as well as your ability to work independently. Freelancing helps data entry clerks gain experience with soft skills too, like time management. These will come in handy as you apply for progressively larger, more lucrative projects, or if you apply for a full-time role.

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Data entry clerk job description

Descriptions for data entry clerk positions can vary depending on the particular industry and business. Here are some of the responsibilities that data entry clerks are usually asked to perform:

• Entering handwritten data from paperwork into online databases within a given time
• Compiling data from various source documents into a unified document
• Reviewing various types of data for errors, inconsistencies, and other deficiencies
• Researching and adding absent data to complete documentation
• Using techniques like optical character recognition (OCR) to capture data from forms, PDF files, or printed documents
• Generating printouts, reports, and visual representations like spreadsheets, charts, and graphs based on available data
• Responding to in-house queries for access to relevant documents and files
• Working with data security teams to protect data confidentiality and prevent unauthorized or malicious access
• Complying with internal and external regulations and policies relevant to data entry
• Scanning and uploading files and documents onto company servers
• Entering numerical data into appropriate fields, records, or files
• Applying relevant data entry procedures and techniques in keeping with in-house requirements

These are just some of the various duties a data entry professional has to handle as part of their daily responsibilities. There could be many more requirements depending on the industry and business you’ll be working for. The following is a detailed job description example for a data entry role:

Example data entry clerk job posting

Description

We are searching for a hard-working and self-driven individual for the position of Data Entry Clerk. You will be responsible for entering data from databases and general record keeping. Your duty will be to ensure that all the data entered into the system is managed and organized thoroughly.

The main goal of this position is to ensure that data is easily accessible so that departments are not too reliant on your assistance.

Data entry clerk duties and responsibilities

• Enter new information into database systems
• Create, manage, and organize spreadsheets
• Manage data with integrity and conduct a comparative analysis of different data sources
• Update existing database system records frequently
• Generate reports on time
• Retrieve data from the database upon request
• Backup the data regularly and perform other security database activities
• Organize and store relevant documents on a timely basis

Job requirements

• Minimum (x) years’ work experience as a data entry clerk
• Minimum of high school diploma; Bachelor's degree in a related field is preferred
• Quick and accurate typing skills (70 words per minute with minimal errors is preferred)
• Proficient in word processing tools and databases
• (X) years of experience with Microsoft Office and Microsoft Excel
• Excellent attention to detail
• A sense of ownership and pride in the job performance
• An understanding of the importance of the role in the company’s success
• Ability to think critically
• A team player who can work with colleagues who may have different working styles
• Excellent time-management skills
• Strong verbal and written communication is required and inter-personal skills are a must.

Time

More than 30 hours per week for 3-6 months with the opportunity to continue onto further projects

Payment

$14.00-$16.00 hourly

Location

Remote job

Data entry clerk average salary

The average pay for a data entry operator varies depending on several factors that include candidate qualification and experience, certifications, location, industry, and the number of years spent at a particular company.

According to Salary.com, the average annual pay for a data entry clerk in the US was $36,046 as of October 2022. However, the range of salaries can fall anywhere between $32,336 and $40,632. These figures are based on responses provided by HR departments.

Average hourly wages for data entry professionals stand at $17, typically ranging from $16 to $20. Once again, these rates can vary widely depending on relevant experience, previous performance, and other qualifications.

Payments vary from city to city as well because of the cost of living associated with each one. For instance, a freelance or full-time data entry professional in New York, Los Angeles, or San Francisco is likely to command a much higher salary or rate than their counterpart living in New Jersey or San Jose.

It’s a good idea to research current salary and rate trends in your area before you accept an offer letter for a full-time position or agree to work freelance data entry jobs. Use online resources and employer review sites to determine what fair compensation would be, given your education, experience, and data entry clerk skills. This can help you negotiate a better deal in terms of both compensation and other perks and benefits.  

Get started as a data entry clerk with Upwork

If you’re ready to get started with a career in data entry, Upwork is the perfect place to start building your portfolio whether your ultimate goal is to operate independently and work with clients or apply for full-time work for major companies.

With thousands of jobs posted on our platform, Upwork can provide the leg up you’re looking for. Start by creating a personal profile outlining your skills and experience as a data entry professional. Browse an extensive list of job postings on our website and send proposals to the people and organizations that seem like a good fit.

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