Data Entry Clerk

Position Summary

The Data Entry Clerk is responsible for accurately entering, updating, organizing, and maintaining company information in databases, spreadsheets, and other digital systems. This position requires strong attention to detail, accuracy, organization, confidentiality, and the ability to manage repetitive tasks efficiently while meeting deadlines.

The Data Entry Clerk may work with customer records, invoices, orders, financial information, inventory data, employee records, correspondence, and other business documents. The role involves reviewing information for completeness and accuracy, correcting errors, maintaining organized records, and supporting administrative and operational teams.

Key Responsibilities

• Enter data accurately and efficiently into databases, spreadsheets, company systems, and other electronic records.
• Review source documents and verify information before entering or updating records.
• Maintain accurate and up-to-date customer, vendor, employee, inventory, financial, and operational records.
• Check entered data for errors, inconsistencies, missing information, or duplicate records.
• Correct inaccurate or incomplete information as needed.
• Organize and maintain electronic and physical files in accordance with company procedures.
• Process invoices, purchase orders, receipts, forms, applications, reports, and other business documents.
• Update existing records when information changes.
• Retrieve and provide data or records when requested by authorized employees or departments.
• Perform regular data quality checks and identify discrepancies for review.
• Assist with data cleanup, record reconciliation, and database maintenance.
• Scan, upload, label, and electronically file documents.
• Maintain confidentiality and security of sensitive company and customer information.
• Follow established data entry procedures, formatting standards, and documentation requirements.
• Meet established productivity, accuracy, and turnaround-time expectations.
• Communicate with supervisors and other departments to clarify missing or inconsistent information.
• Prepare basic reports, spreadsheets, lists, and summaries as requested.
• Assist with general administrative duties and special projects when needed.
• Follow company policies regarding privacy, data security, document retention, and information handling.
• Perform other related duties as assigned.

Daily Duties

A typical day may include:

1. Reviewing emails, forms, spreadsheets, and documents received for processing.
2. Entering information into internal databases or software systems.
3. Comparing electronic records with original source documents.
4. Identifying and correcting data-entry errors.
5. Updating customer, vendor, order, inventory, or financial records.
6. Scanning and electronically filing documents.
7. Responding to internal requests for information.
8. Preparing spreadsheets or basic reports.
9. Following up on missing or incomplete information.
10. Completing assigned administrative tasks while maintaining accuracy and confidentiality.

Required Qualifications

• High school diploma or equivalent preferred.
• Previous data entry, administrative, clerical, office, or customer service experience preferred.
• Strong attention to detail and accuracy.
• Good typing and computer skills.
• Ability to work independently and follow established procedures.
• Ability to handle repetitive tasks while maintaining consistent accuracy.
• Strong organizational and time-management skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Basic knowledge of Microsoft Office or similar productivity software.
• Ability to communicate clearly and professionally.
• Ability to handle confidential information appropriately.

Preferred Qualifications

• Previous experience with data entry or database management.
• Experience with Microsoft Excel, including sorting, filtering, formatting, and basic formulas.
• Experience using customer relationship management (CRM), enterprise resource planning (ERP), inventory, accounting, or document-management systems.
• Familiarity with electronic filing and document-scanning systems.
• Experience processing invoices, purchase orders, orders, or financial records.
• Experience working with large volumes of information.
• Knowledge of data privacy and information-security practices.

Technical Skills

The successful candidate should be comfortable using:

• Microsoft Excel
• Microsoft Word
• Outlook or other email platforms
• Google Sheets and Google Docs, where applicable
• Data-entry and database software
• Document-management systems
• Scanners and printers
• Company-specific software and internal databases

Key Skills and Competencies

• Data accuracy
• Attention to detail
• Fast and accurate typing
• Organization
• Time management
• Problem solving
• Record keeping
• Written and verbal communication
• Confidentiality
• Reliability and dependability
• Ability to follow instructions
• Ability to work independently
• Ability to work as part of a team
• Ability to meet deadlines
• Computer literacy

Performance Expectations

The Data Entry Clerk is expected to:

• Maintain a high level of data accuracy.
• Complete assigned work within required deadlines.
• Follow established data-entry and document-management procedures.
• Protect confidential and sensitive information.
• Identify and report discrepancies promptly.
• Maintain organized and accessible records.
• Demonstrate professionalism, reliability, and attention to detail.
• Meet department productivity and quality standards.

Physical and Work Requirements

• Ability to work for extended periods at a computer.
• Ability to perform repetitive keyboard and mouse activities.
• Ability to read information from computer screens and printed documents.
• Ability to sit, stand, bend, reach, and move office materials as required.
• Ability to lift or move light office supplies and files when necessary.
• Work is generally performed in an office, administrative, remote, or hybrid environment, depending on the position.

Typical Schedule

The position may be available on a:

• Full-time or part-time basis
• Monday–Friday schedule
• Standard daytime schedule
• Remote or hybrid schedule, depending on company requirements

Reporting Structure

The Data Entry Clerk typically reports to an Office Manager, Administrative Manager, Operations Manager, Data Management Supervisor, or another designated department supervisor.

Equal Opportunity Statement

The company is committed to providing equal employment opportunities to all qualified applicants and employees and prohibits discrimination in accordance with applicable federal, state, and local laws.