What does a data entry clerk do?

Data entry is office-based and similar to administrative and secretarial work. Data entry clerks can work in any sector and are essential for company back offices. On a day-to-day basis, a data entry clerk compiles and edits different types of information before entering it into a company database or spreadsheet using a keyboard and computer program. Data entered can include customer data, sales figures, meeting minutes or voice memos.

Depending on the sensitivity of the data, data entry can be done remotely or in-house on the company premises. A data entry clerk also needs to maintain the databases and update them with new information as required. Running reports and providing stakeholders and authorised staff members with particular information is also part of the data entry role.

Data entry skills and qualifications

To succeed in a data entry role, an applicant should have the following skills and aptitudes:

• Great organisation skills
  
• Excellent written and verbal communication skills
• Fast typing speed of approximately 45-80 words per minute
• Ability to prioritise and an eye for detail
• Good computer and technical skills as required
• Ability to work independently with minimal supervision

Data entry experience requirements

Data entry clerk is often seen as an entry-level position, as no formal qualifications or special experience are required. However, depending on the nature of the data to be entered in your organisation, you may want to consider hiring someone with previous experience in administrative or data entry roles to ensure high accuracy and confidentiality. Typing speeds also usually increase with experience, which can make the data entry clerk more efficient.

Data entry education and training requirements

Working as a data entry clerk in Australia requires no formal qualification or training. However, you may want to look out for candidates who have chosen to obtain a relevant Vocational Education and Training qualification such as the Certificate III in Business (Administration) at TAFE or another registered training organisation. This means that they will have acquired some administration and computer skills and general office know-how, which can make them stronger candidates.

Data entry salary expectations

According to Indeed Salaries, the average salary for a data entry clerk is $41.57 per hour. Notably, universities and public health departments are paying much higher salaries for data entry positions than private entities, where rates are mostly reported to be in the low $30 range.

Job description samples for similar positions

There are several roles that are similar to that of a data entry clerk. Take a look at the descriptions to see if you need to hire one of these specialists for your data entry needs:

• Administrative assistant
• Office assistant
• Assistant administrator
• Administrative clerk

Data entry job description FAQs

We have compiled the answers to some frequently asked questions about the data entry role for you here:

What is the difference between a data entry clerk and an administrative assistant?

Administrative assistants perform more secretarial work and usually have at least some accounting and/or general business skills or qualifications. Data entry clerks are purely hired to prepare and enter data and don’t typically have a lot of face-to-face interactions with other staff. Administrative assistants, on the other hand, may take phone calls, handle correspondence and make appointments or run errands for supervisors.

How fast should a data entry clerk be able to type?

The minimum typing speed you can expect of a data entry clerk is around 45-80 words per minute for alphanumeric data entry. As large amounts of data need to be entered as quickly and accurately as possible, faster typing speeds are an obvious advantage in this role. You may want to consider testing applicants for typing speed and accuracy during their interviews.

What career progression might a data entry clerk expect?

The next career step for a data entry clerk might be a data analyst position, taking them from entering the data to analysing it. With their understanding of how the data is prepared and entered and how the software works, a data entry clerk would have a good foundation to progress to data analyst. Another career option for data entry clerks might be to apply for an office manager role and eventually manage the data entry team.