Skills needed to excel to look for in a data entry clerk

Data entry, though a non-core function, is considered to be an essential part of a business.

Companies need a reliable person to handle, manage, and store sensitive information in their database and assist their front-office workers with this. Data entry clerks are the ones most trusted by a company to fulfill this responsibility.

Data entry clerks and specialists may be hired through outsourcing firms such as Booth and Partners. They heavily vet their talent to make sure they fit the standards of the role.

If you’re looking to hire a data entry clerk for your firm, consider looking for the essential data entry skills mentioned in this article.

Get familiarized with data entry responsibilities, as well as the skills needed in a reliable data entry clerk.

What is data entry?

Data entry refers to the generalized process of transferring or converting documents from one format to another. This involves the use of equipment and tools such as word processors, keyboards, scanners, etc. Data entry can be done in the form of typing, clicking, scanning, and transcribing.

Though it requires a high level of accuracy, data entry is considered entry-level work.

Responsibilities of a data entry clerk

A data entry clerk is the employee responsible for managing and updating their client’s data. They team up with typists, transcribers, and encoders in inputting data and have a share of these workloads at the side.

As a quick overview, data entry clerks are responsible for the following duties:

• Data Entry:
  • Entering data from various sources into the computer system.
  • Updating existing data.
  • Ensuring data accuracy and completeness.
• Data Verification:
  • Reviewing data for errors or discrepancies.
  • Correcting any inaccuracies.
  • Verifying data by comparing it to source documents.
• Database Maintenance:
  • Organizing and maintaining files and records.
  • Performing regular backups to ensure data security.
  • Keeping databases up-to-date and functional.
• Documentation:
  • Preparing and sorting documents for data entry.
  • Creating and updating spreadsheets and other documents.
  • Filing and organizing physical and digital documents.
• Communication:
  • Communicating with other departments or clients to obtain necessary information.
  • Responding to inquiries regarding entered data.
• Quality Control:
  • Performing regular quality checks on entered data.
  • Implementing data entry standards and procedures.
• Confidentiality:
  • Maintaining confidentiality and security of sensitive information.
  • Adhering to data privacy regulations and company policies.
• Technical Skills:
  • Using data entry software and equipment efficiently.
  • Troubleshooting basic software and hardware issues related to data entry.

Data entry skills to look for: Hard skills

Ample knowledge in using data entry software

When looking for a data entry clerk, look for candidates that demonstrate sufficient knowledge in data entry software.

A data entry clerk should know how to use software programs such as word processors, Excel spreadsheets, and PowerPoint. Additional knowledge in using a database or even a CRM system may be required for storing and recording information. 

While these seem like basic tasks, your data entry specialist should know how to operate office equipment like scanners, printers, voice recorders, photocopiers, and other related hardware depending on what the job needs.

Certifications and compliances

For more complicated data entry jobs such as bookkeeping and coding, you may request certification to verify candidates’ expertise in using certain computer software programs. 

This goes the same with handling medical and financial records. Businesses are required to follow proper compliances to assure the security and confidentiality of sensitive data they handle. Freelancers often provide these as a part of their qualifications and skill sets.

Meanwhile, you can assure compliance when you outsource to a third-party services provider.

Fast typing skills

Fast typing speed is an important skill of a data entry clerk. Data entry work requires the ability to type data quickly and accurately to keep up with a high volume of workload in a limited period.

A good data entry clerk should have an average typing speed of 45 words per minute, but you can require a typing speed of up to 60-90 words per minute. Anything lower than the average typing speed will be less likely to qualify for the role.

Database management

Data entry clerks are often responsible for managing large datasets, which requires them to perform data validation and cleansing to maintain data quality.

Generating reports and creating queries are also key aspects of database management, enabling clerks to extract and present data in meaningful ways to support decision-making processes within the organization.

Data entry skills to look for: Soft skills

Attention to detail

A single misspell or a missing digit in an amount can lead to bigger problems such as filing discrepancies and penalties. Make sure to look for data entry clerks with strict attention to detail.

To check this, include exams where applicants spot data entry errors, perform basic data analysis, and demonstrate basic software knowledge.

A good data entry clerk must be able to act quickly when they see an error in any document they file.

Ability to focus

A data entry clerk has to handle high volumes of data and work on the same task for long periods. This is why they should have high focus and patience when working so they can finish their tasks more efficiently.

Not having a full focus and concentration at work can lead to poor performance and low-quality work results.

Effective communication skills

Required data entry skills don’t just involve data entry processes. Clerks will also have to coordinate with clients and teammates for data management and verification.

With this, possessing effective communication skills will be of great help. Being able to communicate effectively also boosts the team’s confidence and morale in handling your their workload.

Organizational skills

Make sure to look for highly-organized data entry clerks for your business.

Having good organizational skills help teams plan their work strategy, prioritize urgent and important matters, and achieve main data entry tasks and quota on a daily basis. 

Being organized also helps lessen errors and confusion when working with volumes of documents.