IT Data Entry Specialist

Job Description

Are you organized and detail-oriented? If you live for “dotting the i’s and crossing the t’s,” a job as a Data Entry Specialist may be for you. A Data Entry Specialist takes data from a variety of paper documents and inputs that data into a computer for storage. Those data could come from a variety of sources, including canceled checks, written reports, bills, forms, and more.

A Data Entry Specialist uses computers as well as other specialized equipment like scanners to collect and input data. Having a keen eye for detail is a highly valuable skill for a Data Entry Specialist, as ensuring the accuracy of the data entered into the computer is a significant part of the job.

As companies continue to transition from paper to digital data, Data Entry Specialists are a necessary part of that transition.

Typical Duties and Responsibilities

  • Assemble and compile data for reports or presentations from established sources
  • Print and distribute internal reports as requested
  • Manage phone calls, messages, and call-backs for follow up
  • Update and complete delegated tasks to ensure progress to deadlines
  • Maintain departmental quality standards

Education and Background

This position requires a high school degree or equivalent, and 2+ years of experience working in data entry.

Knowledge of Microsoft Office Suite applications, including Excel, Word, PowerPoint, and Outlook, are strongly preferred.

Skills and Competencies

  • Strong organization and communication skills, keystroke accuracy, and the ability to meet deadlines
  • Ability to operate all office equipment, including fax and copy machine
  • Ability to meet deadlines
  • Expertise in accurately inputting a high volume of data
  • High words-per-minute typing ability
  • Good communication skills
  • Ability to maintain a positive and productive work environment


According to Payscale the median annual salary of a Data Entry Specialist with

1 year of experience:

  • Orlando, Florida: $34,000
  • Tampa, Florida: $36,000
  • Jacksonville, Florida: $36,000
  • Miami, Florida: $38,000
  • Atlanta, Georgia: $40,000
  • Chicago, Illinois: $37,000
  • Houston, Texas: $42,000
  • Los Angeles, California: $37,000
  • New York, New York: $47,000
  • Seattle, Washington: $43,000
  • Overall: $37,000

5 years of experience:

  • Orlando, Florida: $38,000
  • Tampa, Florida: $38,000
  • Jacksonville, Florida: $38,000
  • Miami, Florida: $40,000
  • Atlanta, Georgia: $43,000
  • Chicago, Illinois: $42,000
  • Houston, Texas: $45,000
  • Los Angeles, California: $42,000
  • New York, New York: $48,000
  • Seattle, Washington: $45,000
  • Overall: $43,000

Similar Job Titles

  • Data Entry Clerk
  • Data Entry Operator
  • Data Entry Assistant
  • Data Entry Technician
  • Data Entry Analyst

Career Path

Most Data Entry Specialist positions do not require a college degree, but coursework in keyboarding or typing is considered beneficial and attractive to employers. Certification as a typist and knowledge of office equipment and basic office applications and software are also sought-after qualifications for a Data Entry Specialist.

Since Data Entry Specialists are often called upon to help with other office tasks, many candidates come from backgrounds as Administrative Assistants, Office Assistants, Customer Service Representatives, and Cashiers. Because of this, many Data Entry Specialists often progress into positions like Medical Transcriptionists and general office clerks.

Position Trends

Companies are increasingly focused on becoming more agile and responsive, so Data Entry Specialists who can type with speed and accuracy are in high demand. Many organizations are transitioning to cloud-based data storage, so familiarity with cloud-based computing will also become more critical for Data Entry Specialists in the coming years.

Job Outlook

While Data Entry Specialist continues to be a position of need for many companies, the gradual transition to a paperless society will create fewer of these positions in the years to come, and the competition for Data Entry Specialist positions will become tougher.

According to the U.S. Bureau of Labor Statistics, employment of Data Entry Specialists and similar jobs is projected to remain fairly stable, showing little-to-no change in the next 10 years. Also worth noting is that all types of companies and organizations in virtually every industry use Data Entry Specialists in one way or another, including local governments, school systems, and medical systems, as well as businesses across the spectrum.

Typical Hours

The typical work hours in an office setting for a Data Entry Specialist are usually from 9 a.m. to 5 p.m.

Freelance workers are usually able to set their own workdays and hours.

Where You Can Find Jobs

  • 4 Corner Resources
  • Career Builder
  • Glassdoor
  • Indeed
  • LinkedIn
  • Monster
  • IT Career Finder

Are You Interested in Becoming a Data Entry Specialist?

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