Data Entry Clerk

The Data Entry Clerk is responsible for entering, updating, verifying, organizing, and maintaining accurate information in company databases, spreadsheets, and computer systems. This position supports daily business operations by ensuring that records are complete, accurate, properly organized, and readily accessible to authorized personnel.

The ideal candidate is detail-oriented, organized, dependable, and capable of working efficiently with computer systems while maintaining a high level of accuracy and confidentiality. The Data Entry Clerk must be able to follow established procedures, manage deadlines, identify discrepancies, and work independently or as part of a team.

2. Essential Duties and Responsibilities

A. Data Entry and Processing

• Enter information from paper documents, electronic files, forms, invoices, applications, and other source materials into designated computer systems.
• Update existing records and databases with accurate and current information.
• Process data entry requests within established deadlines.
• Transfer information between spreadsheets, databases, and other business applications.
• Review source documents to ensure all required information is available before entering data.
• Maintain consistent data formatting and follow established entry procedures.
• Process routine data corrections and updates as authorized.

B. Data Verification and Accuracy

• Review entered information for accuracy, completeness, and consistency.
• Compare data against original documents to identify errors or discrepancies.
• Correct typographical errors, duplicate records, missing information, and other inconsistencies.
• Flag incomplete, unclear, or conflicting information for review.
• Perform routine quality checks to ensure data integrity.
• Notify supervisors of recurring data issues or errors requiring further investigation.

C. Recordkeeping and Database Maintenance

• Maintain organized electronic files, databases, spreadsheets, and records.
• Create, update, sort, and retrieve records as needed.
• File and organize documents according to company procedures.
• Maintain accurate records of completed work and outstanding data entry requests.
• Assist with database cleanup, record reconciliation, and duplicate removal.
• Ensure records are stored in the appropriate locations and are accessible to authorized employees.

D. Document Management

• Review, sort, scan, upload, and organize documents as required.
• Convert information from paper documents into electronic records.
• Label and categorize files using established naming conventions.
• Maintain orderly filing systems for both digital and physical records.
• Retrieve documents and provide information to authorized departments when requested.
• Follow document retention and disposal procedures.

E. Confidentiality and Data Security

• Handle company, employee, vendor, and customer information responsibly.
• Protect confidential and sensitive information from unauthorized access or disclosure.
• Follow company policies for data privacy, password security, and information handling.
• Use approved computer systems and software when processing records.
• Report suspected data breaches, unauthorized access, or security concerns to management.
• Ensure that records are shared only with authorized individuals.

F. Administrative Support

• Assist with general office and clerical duties as assigned.
• Prepare basic reports, spreadsheets, summaries, and data lists.
• Support departments such as accounting, customer service, human resources, inventory, and operations.
• Respond to internal requests for data retrieval and record updates.
• Communicate with supervisors and coworkers to clarify missing or incorrect information.
• Perform other related administrative duties as needed.

3. Required Qualifications

• High school diploma or equivalent.
• Basic computer literacy and keyboarding proficiency.
• Ability to read, understand, and accurately enter information from source documents.
• Strong attention to detail and organizational skills.
• Basic knowledge of email, spreadsheets, word processing, and file management.
• Ability to follow written and verbal instructions.
• Good time management and task prioritization skills.
• Ability to maintain confidentiality and handle company information responsibly.
• Dependability, punctuality, and a strong work ethic.

Previous data entry or office experience is preferred but may not be required for entry-level positions.

4. Preferred Qualifications

• Previous experience in data entry, administrative support, records management, or clerical work.
• Experience using Microsoft Excel, Microsoft Word, Google Sheets, or similar applications.
• Familiarity with databases, enterprise resource planning (ERP) systems, or customer relationship management (CRM) software.
• Experience scanning, indexing, organizing, and retrieving electronic documents.
• Strong typing skills with a high level of accuracy.
• Experience working with confidential records, invoices, inventory records, or customer information.

5. Required Skills and Competencies

Accuracy and Attention to Detail: Ability to enter and review information carefully while minimizing errors.

Typing and Keyboarding: Ability to input information efficiently using a computer keyboard and, when needed, a numeric keypad.

Computer Proficiency: Ability to use spreadsheets, databases, email, document management tools, and other business applications.

Organization: Ability to maintain orderly records, follow naming conventions, and manage files efficiently.

Time Management: Ability to complete assigned work within deadlines while maintaining accuracy.

Confidentiality: Ability to protect sensitive business and personal information.

Problem-Solving: Ability to identify missing, inconsistent, or incorrect data and report issues appropriately.

Communication: Ability to communicate clearly with supervisors and coworkers when clarification is needed.

Reliability: Ability to maintain consistent attendance, meet deadlines, and complete assigned responsibilities.

Adaptability: Willingness to learn new software, systems, procedures, and data entry methods.

6. Performance Expectations and Key Performance Indicators (KPIs)

Performance may be evaluated using the following measures:

• Data Accuracy Rate: Percentage of records entered correctly.
• Data Entry Productivity: Number of records, forms, transactions, or documents processed within a specified period.
• Error Rate: Frequency of incorrect, incomplete, or duplicate entries.
• Timeliness: Percentage of assignments completed by established deadlines.
• Record Completeness: Percentage of records containing all required information.
• Quality Assurance: Compliance with data verification and quality control procedures.
• Confidentiality and Compliance: Adherence to company privacy and information security policies.
• Attendance and Punctuality: Consistent attendance and compliance with scheduled work hours.

Performance targets should be reasonable for the complexity of the data, the systems used, and the expected workload.

7. Work Environment and Physical Requirements

• Work is generally performed in an office, administrative department, or approved remote work environment.
• The position requires extended periods of computer use, typing, and reviewing electronic or paper documents.
• The employee may need to sit for extended periods and perform repetitive hand and wrist movements.
• The position may involve handling physical files, scanning documents, and organizing paperwork.
• The employee must be able to manage routine deadlines and maintain concentration when processing detailed information.
• Reasonable accommodations will be provided as required by applicable law.

8. Training and Development

Training may include:

• Company policies and administrative procedures.
• Data entry software and database systems.
• Spreadsheet and document management applications.
• Data accuracy and verification techniques.
• Confidentiality, privacy, and information security.
• Recordkeeping standards and document retention procedures.
• Department-specific workflows and reporting requirements.

Employees are expected to follow established procedures and participate in additional training as systems and business needs change.

9. Reporting Structure and Authority

The Data Entry Clerk reports to the designated supervisor, office manager, or department manager.

The employee is responsible for accurately processing assigned information, maintaining records, identifying discrepancies, and reporting issues. Changes to sensitive records, deletion of important data, and corrections requiring authorization must follow company approval procedures.

10. Equal Employment Opportunity

The company is committed to equal employment opportunity and a professional work environment free from unlawful discrimination and harassment. Employment decisions will be made in accordance with applicable federal, state, and local laws.