Hiring a Data Entry Clerk: Job Description Template

Hiring a data entry clerk may seem straightforward, but getting the right candidate is more complex than you think. Hire the wrong person, and you’ll waste valuable time, energy, and resources correcting mistakes or even re-doing work.

The good news? You can sidestep these pitfalls with the right hiring strategy. Go beyond the data entry clerk job description. By focusing on key competencies, assessing the skills, and asking the right questions, you can secure a data entry clerk who is not only reliable but can be a valuable asset to your organization. To simplify the process, we’ve provided you with a job description template tailored for this role.

Responsibilities & Role of a Data Entry Clerk

• Plays a critical role in managing and maintaining organizational databases and records.
• Responsible for entering, updating, and verifying information with high accuracy.
• Ensures data is both accessible and secure.
• Inputs text and numerical information from source documents.
• Maintains logs and performs regular backups to safeguard against data loss.
• May be tasked with basic data analysis and routine problem-solving to ensure data integrity due to increasing complexity of data systems.

How to Hire a Data Entry Clerk

1. Know Your Data Entry Clerk Requirements

• Identify Volume and Complexity: Evaluate the scale and intricacy of the data entry tasks to determine whether you need a full-time clerk, part-time assistance, or even temporary help during peak periods.
• Compliance Requirements: Review any industry-specific data regulations or standards that the candidate must adhere to, ensuring you hire someone familiar with or capable of quickly learning these guidelines.
• Technology Needs: Assess the software and hardware systems currently in use for data management, so you can look for candidates with compatible skills or a quick learning curve.

2. Search for the Top Talent

To find the best talent for your data entry clerk position, it’s crucial to cast a wide net while also targeting your search effectively. This involves utilizing various platforms and methods, from job boards to networking, to ensure you’re reaching qualified candidates who are also a good cultural fit for your organization.

• Leverage Online Job Boards: Post your job listing on general job boards like Indeed and specialized data entry or clerical job boards like ClickWorker, Virtual Vocations or OnlineJobs.ph. Make sure your data entry clerk job description is clear, concise, and highlights the skills and qualifications required.
• Utilize Social Media and Networking: Reach out to your professional network for recommendations and use platforms like LinkedIn to search for candidates who might not be actively looking but are open to new opportunities.
• Consult with Recruitment Agencies: Specialized recruitment agencies can help you find experienced data entry clerks who have been pre-screened, saving you time and effort in the initial stages of hiring.

We provide a detailed breakdown of the general costs associated with these services further down in the article.

3. Look for Professional Qualifications

When hiring a data entry clerk, focusing on professional qualifications ensures you get a candidate with the technical skills and experience to handle the job efficiently. Whether it’s proficiency in certain software or a specific certification, these qualifications serve as indicators of a candidate’s readiness for the role.

• Software Proficiency: Look for candidates who are proficient in data management software commonly used in your industry, such as Microsoft Excel, SQL databases, or specialized CRM systems.
• Typing Speed and Accuracy: A good data entry clerk should have a high typing speed, usually above 60 words per minute, combined with a high level of accuracy to minimize errors.
• Certifications and Training: Some candidates may have certifications in data management or a related field. While not always necessary, these can indicate a higher level of dedication and expertise.

While data entry clerks often don’t need advanced certifications in the way that data scientists or data analysts do, there are some certifications that can make a candidate stand out for their specialized skills or commitment to the field, including:

• Certified Administrative Professional (CAP): This is a broader certification but does include elements of data and office management, making it useful in administrative roles that include data entry tasks.
• Microsoft Office Specialist (MOS) Certification: This certification proves that the candidate has skills to proficiently use Microsoft Office programs, which often includes data management tools like Excel.
• Certified Data Management Professional (CDMP): This certification is more advanced and is often more applicable to data managers rather than entry-level clerks. However, having this would indicate a high level of expertise in data management.

4. Analyze Their Work Experience

When evaluating a candidate’s work experience for a data entry clerk position, start by closely examining their past roles that involved data management, typing, and office administration. 

Take note of the volume and complexity of data they were responsible for, as it will give you a clue about their capability to manage your specific tasks. Pay attention to the longevity of their past roles; frequent job-hopping might be a red flag for a lack of reliability or consistency. 

Finally, look for any achievements or responsibilities that go beyond mere data input—such as data analysis, report generation, or training new staff—as these can indicate a candidate who can bring added value to the role.

5. Conduct a Comprehensive Interview Process

Start by preparing a set of data entry interview questions and answers that cover both technical skills and soft skills, tailored to the specific needs of your business. Incorporate practical assessments, like typing tests or software proficiency exercises, to evaluate their technical aptitude in real-time. 

Use behavioral questions to dig deeper into their experience, asking for specific examples where they demonstrated attention to detail, problem-solving abilities, or teamwork. 

Lastly, allow time for the candidate to ask their own questions, as their queries can offer valuable insights into their priorities and how well they’ve researched the role and your organization.

6. Cross-Verify Their References

Before contacting any references, obtain permission from the candidate to avoid any professional or ethical issues.  Create a list of specific questions tailored to the data entry clerk role that can help you evaluate the candidate’s skills, reliability, and work ethic.

Some examples of questions you can ask references for a data entry clerk include: 

• Can you speak to the candidate’s attention to detail, particularly in data entry tasks? How often did they make errors, and how did they handle correcting them?
  The importance of accuracy in data entry cannot be overstated. Errors can have significant implications, from incorrect customer billing to flawed business analysis. By asking about attention to detail and error rates, you’re aiming to get an idea of the candidate’s ability to perform the most fundamental aspect of the role effectively.
• How would you rate the candidate’s efficiency and speed in completing data entry tasks? Were they able to maintain high productivity levels without compromising on accuracy?
  In the data entry field, productivity is often measured by keystrokes per hour or similar metrics. While speed should never come at the cost of accuracy, an efficient Data Entry Clerk can save your company time and money. It’s important to have a balance, so asking about this will give you a sense of their capability.
• How quickly did the candidate adapt to new data entry software or systems? Can you provide examples of their ability to learn and adapt?
  Software tools and systems can differ from one workplace to another. Even if the candidate has not used your specific system, adaptability and a quick learning curve can make for a smoother transition. Knowing how quickly a candidate can adapt to new technology gives you a better idea of how they’ll fit into your work environment.

Red Flags to Avoid During the Hiring Process

• Inconsistent Work History or Gaps Without Explanation: While everyone can have gaps in their employment history for various legitimate reasons, an inconsistent work history in roles that demand attention to detail and long-term commitment could be a sign of potential issues. It might suggest that the candidate lacks stability or could have had performance issues in the past.
• Lack of Detail in Responses or Resume: Given that attention to detail is paramount in data entry, any errors, inconsistencies, or vagueness on the candidate’s resume or during the interview should be considered a red flag. This could include spelling errors, inconsistent formatting, or generic answers that don’t directly address your questions.
• Unwillingness or Inability to Provide References: If a candidate hesitates to provide professional references, or if the references themselves are not forthcoming about the candidate’s experience and abilities, this could be a warning sign. Good data entry clerks should have a history of satisfied employers willing to vouch for their accuracy and efficiency.
• Low Technical Proficiency: If the candidate struggles with basic software used in data entry during a skills test or seems unfamiliar with standard industry tools, it could significantly hinder their ability to adapt to your specific systems. This is particularly concerning if the candidate has represented themselves as experienced in their resume.
• Overemphasis on Speed at the Expense of Accuracy: While speed is important in data entry, it should never come at the expense of accuracy. Be cautious if a candidate focuses too much on how fast they can complete tasks without equally emphasizing their commitment to accuracy. This could lead to frequent errors that take additional time and resources to correct.

Data Entry Clerk Job Description

Note: It’s important to tailor this template to your company’s specific needs and the specific role you are looking to fill. This template assumes a fairly broad role, but you may need to modify it if the role is specialized.

How Much Does it Cost to Hire a Data Entry Clerk?

Recruitment Costs

Posting the job opening on high-traffic job boards can cost anywhere from $100 to $500 per listing, depending on the platform. For example, OnlineJobs.ph costs $69/month for up to 3 job posts and up to 200 applicants, while Virtual Vocations costs $16/month or $60 for 6 months. There are also marketplaces like Upwork.com, Fiverr.com and ClickWorker.com that charge by the word or by the project.

If you choose to work with a recruiting agency, they typically charge a percentage of the candidate’s first-year salary, which can range from 15% to 25%. 

Skills assessment tests, often necessary for verifying the technical aptitude of candidates, may add an additional $50 to $200 per applicant. 

Additional costs may include time spent by internal staff to review resumes, conduct interviews, and onboard the new hire, which is more difficult to quantify but is a significant investment. In total, you could be looking at a minimum of $1,000 to $5,000 in recruiting costs per candidate, depending on the depth and breadth of your hiring process.

Salary and Benefits

The average annual salary for a data entry clerk was $37,450 in May 2021. Employers also typically offer benefits like health insurance, retirement plans, and paid time off, which can add an additional 20% to 30% to the base salary. For example, if the base salary is $35,000, the additional cost for benefits could be between $7,000 and $10,500, bringing the total compensation package to around $42,000 to $45,500 annually.