Administrative

Data Entry Clerk job description

A Data Entry Clerk accurately inputs, updates, and maintains digital records using Excel, database software, and CRM systems — ensuring data integrity across operations.

Published June 13, 2024Updated May 9, 20262218 likes

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Job brief

We are seeking a detail-oriented Data Entry Clerk to join our administrative team and take ownership of our data management processes across multiple business systems. In this role, you will ensure the accuracy and completeness of customer records, inventory databases, and financial information that our sales, operations, and accounting teams depend on daily. You'll work with modern tools including Salesforce CRM, Microsoft Excel, and our proprietary database platforms while maintaining the highest standards of data quality and confidentiality. If you have a keen eye for detail and take pride in creating organized, error-free digital records, this position offers stable growth in an essential administrative function.

Key highlights

Input customer data, sales transactions, and contact information into CRM systems such as Salesforce, HubSpot, or Zoho with 99.5% accuracy standards
Update inventory records, product catalogs, and pricing information in ERP platforms including SAP, Oracle NetSuite, or QuickBooks Enterprise
Transcribe data from physical documents, invoices, and forms into Excel spreadsheets and Google Sheets using advanced formulas and pivot tables
Verify data accuracy by cross-referencing multiple sources and conducting systematic quality control audits on database entries

What is a Data Entry Clerk?

A Data Entry Clerk is an administrative professional who specializes in accurately inputting, updating, and maintaining digital information across various database systems, spreadsheets, and organizational platforms. Working primarily with tools such as Microsoft Excel, Access, Salesforce CRM, and proprietary database software, Data Entry Clerks ensure data integrity, verify information accuracy, and maintain organized digital filing systems. Their meticulous work supports business operations by providing clean, reliable data that departments rely on for reporting, analysis, and decision-making processes.

What does a Data Entry Clerk do?

On a typical day, a Data Entry Clerk inputs customer information into CRM systems like Salesforce or HubSpot, updates inventory records in ERP platforms such as SAP or Oracle, and transcribes data from physical documents into Excel spreadsheets or Google Sheets. They verify data accuracy by cross-referencing multiple sources, clean duplicate entries, and run quality control checks to identify discrepancies or missing information. Data Entry Clerks also generate regular reports for supervisors, backup digital files to cloud storage systems, and collaborate with accounting, sales, and operations teams to ensure database consistency across departments.

Key responsibilities

Input customer data, sales transactions, and contact information into CRM systems such as Salesforce, HubSpot, or Zoho with 99.5% accuracy standards
Update inventory records, product catalogs, and pricing information in ERP platforms including SAP, Oracle NetSuite, or QuickBooks Enterprise
Transcribe data from physical documents, invoices, and forms into Excel spreadsheets and Google Sheets using advanced formulas and pivot tables
Verify data accuracy by cross-referencing multiple sources and conducting systematic quality control audits on database entries
Generate weekly and monthly data reports for management teams using Excel, Power BI, or similar reporting tools
Maintain organized digital filing systems and ensure proper backup procedures for critical business data across cloud platforms
Collaborate with accounting, sales, and operations departments to resolve data discrepancies and standardize information formats
Process high-volume data entry projects with strict deadlines while maintaining attention to detail and accuracy requirements

Requirements and skills

High school diploma or equivalent with demonstrated proficiency in data entry and administrative tasks
Advanced proficiency in Microsoft Excel including VLOOKUP, pivot tables, data validation, and conditional formatting functions
Experience with CRM systems such as Salesforce, HubSpot, Zoho, or similar customer database platforms
Typing speed of 60+ words per minute with exceptional accuracy and attention to detail in numerical data entry
Familiarity with ERP systems like SAP, Oracle NetSuite, QuickBooks Enterprise, or similar inventory management platforms
Knowledge of data privacy regulations and ability to handle confidential customer and financial information professionally
Strong organizational skills with experience managing multiple data entry projects simultaneously under tight deadlines
Basic understanding of database concepts and experience with Google Workspace or Microsoft Office 365 cloud-based collaboration tools

FAQs

What does a Data Entry Clerk do on a daily basis?

A Data Entry Clerk spends their day inputting information into various computer systems and databases, including customer records in CRM platforms like Salesforce, inventory data in ERP systems, and financial information in spreadsheets. They verify the accuracy of entered data by cross-referencing multiple sources, clean up duplicate or incorrect entries, and generate reports for different departments. Data Entry Clerks also transcribe information from physical documents into digital formats and collaborate with teams across accounting, sales, and operations to maintain consistent, accurate databases that support business decision-making.

What skills and qualifications do you need to become a Data Entry Clerk?

To become a Data Entry Clerk, you need strong typing skills (typically 60+ WPM), advanced proficiency in Microsoft Excel including functions like VLOOKUP and pivot tables, and experience with database or CRM systems such as Salesforce or QuickBooks. A high school diploma is usually sufficient, though some employers prefer candidates with administrative experience or basic knowledge of ERP platforms like SAP or Oracle NetSuite. Critical soft skills include exceptional attention to detail, ability to work with confidential information, strong organizational abilities, and the patience to handle repetitive tasks while maintaining accuracy under deadline pressure.

Who does a Data Entry Clerk work with in an organization?

Data Entry Clerks work closely with accounting teams to input financial transactions and invoice information, collaborate with sales departments to maintain customer databases and CRM systems, and support operations teams by updating inventory records and product catalogs. They often report to administrative supervisors or office managers and may work with IT departments when troubleshooting database issues or learning new software systems. Data Entry Clerks also interact with various department heads who request custom reports and data extracts to support their business analysis and decision-making processes.

What is the typical salary range for a Data Entry Clerk position?

Data Entry Clerk salaries typically range from $28,000 to $40,000 annually, depending on experience level, location, and industry sector. Entry-level positions often start around $25,000-$30,000, while experienced Data Entry Clerks with specialized skills in ERP systems like SAP or advanced Excel proficiency can earn $35,000-$45,000 or more. Companies in healthcare, finance, and technology sectors often pay above-average rates due to the sensitive nature of their data and compliance requirements. Many positions also offer benefits packages including health insurance, paid time off, and opportunities for advancement into data analysis or administrative supervisor roles.