What Does a Data Entry Clerk Do?
A data entry clerk is responsible for entering, updating, and maintaining information in a company’s digital systems. They work with spreadsheets, databases, and specialized platforms to input data from paper documents, digital files, or internal records. Their work ensures that business systems reflect accurate, up-to-date information used for reporting, analysis, and operational decisions.
Data entry clerks play a key role in keeping company records organized and usable. They often support departments like accounting, customer service, inventory, or HR by handling repetitive but critical tasks. A successful data entry clerk is efficient, detail-oriented, and capable of managing high volumes of information while maintaining confidentiality and consistency.
Looking to Hire a Data Entry Clerk?
Speak with one of our recruiting experts today.
Data Entry Clerk Core Responsibilities
- Enter data accurately into spreadsheets, databases, or software systems
- Review, verify, and correct data inconsistencies or errors
- Maintain digital filing systems and organize electronic records
- Scan, digitize, or transcribe information from physical documents
- Assist with routine data cleanup and formatting tasks
- Update records to reflect current information across departments
- Ensure data privacy and follow confidentiality procedures
- Generate reports or summaries based on entered data as needed
Required Skills and Qualifications
Hard skills
- Proficiency in Microsoft Excel or Google Sheets
- Familiarity with data entry software, CRMs, or ERPs (e.g., Salesforce, QuickBooks)
- Typing speed of 50+ words per minute with high accuracy
- Basic understanding of data formatting and file management
Soft skills
- Strong attention to detail and organizational skills
- Time management and ability to meet deadlines
- Dependable and consistent work habits
- Discretion when handling sensitive information
Education
- High school diploma or equivalent
Certifications
- None required
Preferred Qualifications
- Prior experience in administrative or clerical roles
- Familiarity with scanning software, OCR tools, or document management systems
- Exposure to data-heavy industries such as healthcare, finance, or logistics
National Average Salary
Data entry clerk salaries vary by experience, industry, organization size, and geography. Click below to explore salaries by local market.
The average national salary for a Data Entry Clerk is:
$39,652
Sample Job Description Templates for Data Entry Clerks
Medical Data Entry Clerk
Position Overview
A medical data entry clerk inputs and manages sensitive health information, including patient records, treatment histories, and insurance documentation. This role supports healthcare operations by ensuring data is accurate, timely, and HIPAA-compliant.
Responsibilities
- Enter patient demographics, diagnoses, and treatment data into EHR systems
- Update insurance details, claims status, and billing codes
- Review documents for accuracy, completeness, and legibility
- Maintain confidentiality in accordance with HIPAA regulations
- Assist medical staff with administrative data requests
Requirements
Hard skills
- Familiarity with electronic health records (e.g., Epic, Cerner)
- Understanding of medical terminology and ICD/CPT codes
- Accurate typing and document scanning skills
Soft skills
- Discretion and professionalism with sensitive information
- Focused attention to detail
- Time management and task prioritization
Education
- High school diploma or equivalent
Certifications
- None required; HIPAA training or Certified Medical Administrative Assistant (CMAA) preferred
Preferred Qualifications
- Experience in a medical office, clinic, or hospital setting
- Knowledge of healthcare billing workflows
Accounting Data Entry Clerk
Position Overview
An accounting data entry clerk inputs financial data such as invoices, receipts, payroll entries, and purchase orders into accounting systems. This role supports timely bookkeeping and accurate financial reporting.
Responsibilities
- Enter and verify vendor invoices, expense reports, and receipts
- Update general ledger accounts and reconcile entries
- Assist with accounts payable and accounts receivable recordkeeping
- Maintain organized digital records for audits and reporting
- Collaborate with finance teams to resolve data discrepancies
Requirements
Hard skills
- Experience with accounting software (e.g., QuickBooks, NetSuite, Xero)
- Basic understanding of debits, credits, and general ledger structure
- Strong Excel skills
Soft skills
- Precision in numerical data entry
- Organized and consistent work approach
- Ability to handle confidential financial information
Education
- High school diploma or equivalent
Certifications
- None required
Preferred Qualifications
- Prior bookkeeping or accounts assistant experience
- Familiarity with payroll systems or expense platforms
HR Data Entry Clerk
Position Overview
An HR data entry clerk supports human resources operations by inputting employee data, benefits details, training records, and policy acknowledgments into HRIS systems. They help ensure accurate and current records across the employee lifecycle.
Responsibilities
- Input onboarding documents, tax forms, and personal information into HR systems
- Update job titles, compensation, and status changes
- Track training completions, benefits enrollment, and performance review data
- Maintain organized digital personnel files in compliance with labor laws
- Assist HR staff with routine reporting or data audits
Requirements
Hard skills
- Familiarity with HRIS platforms (e.g., Workday, BambooHR, ADP)
- Proficient with spreadsheets and basic document formatting
- Understanding of employee confidentiality and recordkeeping
Soft skills
- Discreet and professional when handling sensitive information
- Attention to administrative accuracy
- Reliable and deadline-oriented
Education
- High school diploma or equivalent
Certifications
- None required
Preferred Qualifications
- Experience in HR or administrative support roles
- Knowledge of onboarding or compliance workflows
Inventory Data Entry Clerk
Position Overview
An inventory data entry clerk tracks and records product quantities, warehouse movements, and shipment status in inventory management systems. This role supports logistics, supply chain, and warehouse operations.
Responsibilities
- Record incoming and outgoing stock transactions
- Update product counts, SKUs, and bin locations in real time
- Assist with inventory audits and cycle counts
- Collaborate with procurement, shipping, and warehouse staff
- Generate reports for reorder levels or discrepancy reviews
Requirements
Hard skills
- Experience with inventory or warehouse systems (e.g., SAP, NetSuite, Fishbowl)
- Basic knowledge of inventory terminology and stock management practices
- Strong spreadsheet skills
Soft skills
- Attention to detail in fast-paced environments
- Dependability and accuracy under pressure
- Ability to work well with supply chain teams
Education
- High school diploma or equivalent
Certifications
- None required
Preferred Qualifications
- Background in logistics, retail, or warehousing
- Forklift license or warehouse system exposure (a plus)
Legal Data Entry Clerk
Position Overview
A legal data entry clerk manages case file information, contracts, and court documents for law firms or legal departments. Their work ensures accuracy, confidentiality, and compliance with formatting or court submission standards.
Responsibilities
- Input case details, deadlines, and correspondence into legal management systems
- Transcribe and format legal documents, citations, or notes
- Maintain organized records of pleadings, filings, and contracts
- Assist legal staff with document preparation or data extraction
- Ensure secure handling of sensitive client or case information
Requirements
Hard skills
- Familiarity with legal case management software (e.g., Clio, PracticePanther)
- Fast, accurate typing and formatting skills
- Basic knowledge of legal document structures
Soft skills
- Confidentiality and professional discretion
- High attention to legal detail and deadlines
- Clear written communication
Education
- High school diploma or equivalent
Certifications
- None required; Legal Secretary Certificate or paralegal coursework (recommended)
Preferred Qualifications
- Experience in a legal office or law firm
- Understanding of litigation or legal terminology