what is a data entry clerk?
As a data entry clerk, you ensure an organization's database remains accurate and current. The job also entails transcribing data from phone conversations or recordings. While you work electronically in most organizations, you may still encounter paper documents in small companies. Your employer expects you to keep all the relevant information in the right place for easier retrieval. This job also requires high accuracy since a single mistake impacts the company significantly.
working in multiple fields
Almost all industries employ data entry clerks. Financial institutions hire data entry clerks to manage payroll, auditing, tax preparations, account payable forms and corporate finance data. If you land a job in a retail company, your job revolves around collecting online sales data, inventories and logistics details. The government also needs professional clerks to input public records and election data.
The health sector also hires clerks to compile data from diagnostic labs, clinics and medical centres. Depending on the company, you may do additional tasks like general receptionist duties and answering phone calls in an office setting. Regardless of the industry, you require attentiveness to details to ensure accurate records.
Would working as a data entry clerk suit your clerical and administrative skills? Then read on to find out what competencies and qualifications you need to thrive in a data entry clerk role.
view data entry clerk jobsaverage data entry clerk salary
According to Job Bank, data entry clerks in Canada take home an average salary of $35,963 per year or an hourly rate of $18.44. When you work in an entry-level position that requires minimal skills, your starting salary is $30,232 yearly. Experienced data entry clerks with years of experience take home over $48,675 per year. Your earnings usually depend on the complexity of your duties and if you have other responsibilities. If you perform other administrative tasks, you are likely to earn more.
what factors affect the salary of a data entry clerk?
As a data entry clerk, your earnings fluctuate based on various factors. Experienced data entry clerks have higher hourly earnings due to their expertise. Experienced workers are also familiar with the common software for recording data and require minimal supervision. Your location also determines your earnings. When you work in a region like Alberta or Manitoba, you earn an average salary of $45,000 per year. This is a higher wage than in New Brunswick, which offers data entry clerks an average salary of $33,150 annually.
The company you work for also influences your earnings. A small company has limited resources and may not pay higher salaries. Large companies have unlimited resources, and the complexity of the duties increases your earning expectations.
types of data entry clerks
Some of the types of data entry clerks include:
- data entry keyers: as a data entry keyer, you input data into computer systems from hard copies and paper documents. You scan figures and enter financial transactions to create backups in databases.
- transcriptionists: as a transcriptionist, you listen to recordings and audio files and transcribe the information to Word documents. Your job is to create reports from meeting recordings or dictations from managers.
- typists: as a typist, you are a data entry clerk who types text documents and creates reports and correspondence like emails and letters. You also type minutes and hard-copy documents to ensure they are stored in the company databases.
working as a data entry clerk
A data entry clerk is a great career if you want to pursue administrative roles. Here are the specific duties and work schedules for the role.
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what does a data entry clerk do?
As a data entry clerk, your work involves entering data into a company's database. Some of your responsibilities include:
- collecting and compiling data: as a data entry clerk, you gather information from various departments. This ranges from customer billing, statistical data from reports and employee information. You also use software and hardware to update and duplicate the information across different databases. Sometimes, you create graphs, pie charts or other diagrams to help interpret the data. You ensure the company's data remains well organized for easy access and interpretation.
- assessing data accuracy: you are responsible for consistently collecting the organization's data. You identify inaccuracies, correct them, or report any errors to your supervisors to ensure accuracy.
- managing data storage: you scan, print and store documents in hard copies or electronically. It's your duty to control data distribution and ensure that confidential information is only accessible to authorized personnel. You are also in charge of data backup and recovery procedures.
- performing some administrative tasks: your job involves preparing shift schedules, answering calls and sorting and distributing mail. Sometimes, you also double up as a receptionist and help visitors find their appointments in the office.
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work environment of a data entry clerk
As a data entry clerk, you work in various industries, from hospitals to government institutions or retail stores, so your work settings depend on your business sector. Since data entry clerks work in an office setting, they spend most of their time sitting behind a desk with a computer. Expect to share office space with other colleagues. Some companies allow data entry clerks to work from home. If you do freelance work, it is possible to work remotely for different companies.
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who are your colleagues?
Data entry clerks work in different industries and interact with various professionals. For instance, you work alongside receptionists, bookkeepers and administrative assistants. You also interact with data analysts, accounting technicians and customer service representatives. You receive instructions from the office manager or other administrative professionals who need data entry tasks completed, including sales associates and project managers.
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data entry clerk work schedule
Companies hire data entry clerks full-time or part-time, and your working hours vary based on the business. A full-time job has standard shifts of 9 am until 5 pm, Monday to Friday, for 38 to 40 hours a week. However, if you land a job in transport, hospitality, or any other industry that operates 24/7, you work evenings, weekends and holidays. Small companies have few data entry jobs and prefer to hire part-time workers. If you work for a small organization, expect to handle some receptionist and secretarial tasks as well.
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career opportunities as a data entry clerk
As a data entry clerk, you start at an entry-level position that prepares you for other roles in various industries. If you enjoy working in office administration, you can progress from a data entry clerk to an office manager or office administrator role. Some data entry clerks focus on database management and become database administrators or network administrators. If you enjoy recording financial transactions, pursue bookkeeping roles before becoming an accountant.
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advantages of finding a job as a data entry clerk through randstad
Working with Randstad offers you a range of benefits.
always a contact person you can fall back on and ask for help from
- many training opportunities
- a range of jobs in your area
data entry clerk skills and education
Working as a data entry clerk in Canada doesn’t have educational requirements, but some employers require the following:
- work experience: while you can get a job as a data entry clerk after completing secondary school, some employers require work experience. Any experience in data entry increases your chances of getting a job. Gain experience through volunteer work. On-the-job training also prepares you for the role since you learn to use the required software.
competencies and characteristics of data entry clerks
Data entry clerks need the following skills:
- excellent interpersonal skills: as a data entry clerk, you work with a team to get all the data uploaded within the predetermined time frame. Sometimes, you respond to customers' calls to provide vital information. Such tasks require excellent interpersonal skills.
- fast typing speed: companies prefer data entry clerks who combine speed with accuracy. You input a considerable amount of data in a short time. On average, companies hire people who type at least 48 words a minute. If you type 70 words or more a minute, you stand a better chance of employment. Many companies also look for competency in 10-key numerical data entry.
- basic software knowledge: data entry clerks use various computer software daily. Therefore, you should know how to use word processors and spreadsheet applications, including Microsoft 365. The ability to use new applications quickly is an advantage.
- ability to operate office equipment: you work with office equipment that increases productivity. As a result, it is important to have a basic understanding of how to use printers, copiers, scanners and dictation machines.
- trustworthiness: data entry clerks handle confidential information from various sources. Organizations usually perform due diligence on their candidates to ensure they don't hire untrustworthy individuals who may compromise data security.
FAQs about data entry clerk jobs
Here, you will find the answers to the most frequently asked questions about the profession of a data entry clerk.
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what is the role of a data entry clerk?
As a data entry clerk, you transfer data from paper formats to database systems. You feed information into computer systems and scan documents to ensure backups are available. Sometimes, you record accounting information manually and use the recommended software to organize the files and store important documents.
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how much does a data entry clerk earn?
As a data entry clerk in Canada, you take home an average hourly rate of $18.44 or an annual salary of $35,963. In an entry-level position, you start with a salary of $30,232 yearly, while the most experienced data entry clerks take home over $48,675 annually. Your exact earnings as a data entry clerk may fluctuate based on the size of the company you work for and the location.
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what skills do you require to work as a data entry clerk?
As a data entry clerk, you require accurate typing and data entry skills. Your primary role is to input data into the relevant computer systems. Accuracy and fast typing skills help you in data entry tasks. Basic knowledge of computer programs also helps you maintain accurate records and ensure company information is backed up properly.
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how do I become a data entry clerk?
Data entry clerks don’t require educational qualifications to work in the role. When you complete your secondary education, apply for entry-level jobs and attend on-the-job training. You can also seek data entry or bookkeeping courses to progress to higher roles.
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is being a data entry clerk a good career?
As a data entry clerk, you have exciting opportunities for career growth. For instance, data entry clerks usually become administrative assistants or progress to accounting roles when they take up courses in accounting.
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how do I find a job as a data entry clerk?
Finding a job near you as a data entry clerk is easy. Search our job offers. Have you found what you're looking for? Then submit your application using the ‘Apply’ button top right on the page. No jobs available right now? Send us your resume and we'll pass it on to a recruiter who will contact you if an opportunity opens up for you.
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