Data Entry Clerk: What They Do and How to Become One

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Those who work in the field of data entry are known as “data entry clerks,” and their job is to enter and update information in various computerized systems. To achieve this, it may be necessary to update and validate previously collected information, as well as enter data from paper documents. They are in charge of checking information for accuracy and updating, as well as arranging files to be entered into a computer system. By maintaining order in massive data sets, data entry clerks are essential to the smooth operation of businesses.

The Duties of a Data Entry Clerk

Data Entry Clerk: What They Do and How to Become One

To put it simply, data entry clerks are the people behind all of the databases and systems that require constant updates and new information. This include entering information from hard copies as well as updating and checking previously entered data. They are responsible for preparing and sorting documents for data entry and ensuring that all data is accurate and up-to-date.

Among a data entry clerk’s primary task is making sure all information is input precisely and accurately into relevant systems and databases. Good typing and keyboarding abilities, together with meticulous precision, are needed for this task. A data entry clerk’s proficiency with the organization’s preferred software and databases is essential to the successful completion of their duties.

Data entry clerk duties might extend beyond simply inputting information and could include things like data maintenance and even data organization. Backups, cleansing, validation, and fixing data problems all fall under this category. They could also help out with certain other office duties including filing, scanning, and copying.

Those seeking employment as data entry clerks should posses the ability to multitask and perform effectively under pressure. They need strong time management and deadline skills, as well as the ability to work well with others.

Data entry clerks in certain organizations could also be expected to perform data analysis, report writing, and trend detection. They might use the information to suggest changes to the way things are done or to inform their judgment.

Skills and Qualifications

There is a prerequisite set of knowledge and abilities that all successful data entry clerks must have. Some of these are:

• Data entry clerks spend a lot of time inputting information into databases and systems, therefore they need to be able to type rapidly and precisely.

• Data entry clerks need to be fluent in the software and databases used by their company, as well as quick learners who can pick up new systems with relative ease.

• Data entry clerks need a great eye for detail since they are accountable for the correctness and completeness of the data they input.

• Skills in prioritization, time management, and teamwork are essential for success in the role of data entry clerk.

• Data entry clerks need strong communication skills to convey problems to coworkers and upper management and have them resolved.

• Data entry clerks need strong time management skills to ensure their work is done on time despite the high volume of requests. They need strong time management and deadline skills, as well as the ability to work well with others.

• Data entry clerks need analytical chops to make sense of piles of numbers, compile reports, and spot trends and patterns. They might use the information to suggest changes to the way things are done or to inform their judgment.

• Data entry clerks need to be proficient in Microsoft Office and Excel, thus they also must have a knowledge of data visualization tools like Tableau, Power BI.

Data entry clerks may do a better job and move up the professional ladder if they possess the aforementioned skills and abilities.

Education and Training

High school graduation or GED is normally required for data entry clerk roles; however, some companies may prefer or need a certificate or associate’s degree in a relevant discipline, such as computer science, data management, or information technology. Data entry clerks may find these programs valuable since they equip students with a solid foundation in data management, computer science, and information technology.

Information processors are also given opportunities to learn on the job. During this time, employees learn the ins and outs of the company’s data entry processes and procedures as well as the particulars of the company’s data entry software and databases. In their first few years on the job, data entry clerks might benefit greatly from this training program.

Data entry clerks also need to be lifelong learners because of the rapid pace at which computer systems and programs evolve. In order to do their jobs well, data entry clerks need to keep up with the newest developments in computing hardware and software. When it comes to data input and software, many employers will either pay for further training or certification or reimburse the employee for the expense of such training.

Career Options and Promotion Prospects

Data Entry Clerk: What They Do and How to Become One

Entry-level data entry clerk positions are common, but those with the necessary skills and experience can move up the ranks to senior data entry clerk or even data entry supervisor. The skills and expertise earned in a data entry clerk employment can be used to other disciplines, such as data analysis or management, where the holder might grow in their career.

Jobs and Income Prospects

Data entry clerks may anticipate a bright work market. Employment of data entry clerks is expected to expand by 2% from 2020 to 2030, according to the Bureau of Labor Statistics, which is much slower than the average for all occupations. Data input clerks are still needed in many sectors, including healthcare, banking, and government. Data entry clerks earn a median yearly pay of $33,800. Location, industry, and experience/education level are all variables that might affect one’s ability to find gainful employment and financial stability.


The position of the data entry clerk is crucial in any business, since they are responsible for the upkeep and management of massive volumes of data. Skill with the keyboard and typing are required, as is knowledge of databases and software. One can become a data entry clerk with a high school diploma or its equivalent and some on-the-job training. Data entry clerks have a bright career outlook, and those with expertise in the field can move up to more senior roles like senior data clerk or data entry supervisor. A career as a data entry clerk can be a stepping stone to other relevant industries like data analysis or management. Do your homework on the employment market, salary ranges, and room for professional growth in your location if you’re thinking about becoming a data entry clerk.

Stefan Mitrovic

Stefan is a tech guy who got you covered no matter the topic. He's a great researcher, and with a lot of experience in his bag, he'll craft an article or two daily.