Data Entry Clerk job description template

A data entry clerk types, updates and checks information in your systems, from customer records and invoices to inventory and order forms. Accuracy matters more than anything else. Good posts describe what kind of data they'll enter, the software involved and whether the work is ongoing or a one-time project, such as digitizing old files.

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Data Entry Clerk

Part-time
Your Company is looking for an accurate, focused data entry clerk to help keep our records clean and up to date. You'll enter and update customer, order and inventory information, check it for errors and keep our files organized. The work is detailed and steady, and we'll train you on our systems. If you're careful, consistent and comfortable at a keyboard, this could be a great fit.

What you’ll do

  • Enter customer, order, invoice and inventory data into our systems accurately
  • Review source documents and flag missing, unclear or conflicting information
  • Update existing records and merge duplicates to keep the database clean
  • Scan and digitize paper files and name them consistently
  • Verify your entries against the original documents and correct errors
  • Build and maintain simple spreadsheets in Excel or Google Sheets
  • Meet daily or weekly targets for the number of records completed
  • Protect confidential customer and business information

What we’re looking for

  • Type at least 45 words per minute with a high level of accuracy
  • Strong attention to detail and patience with repetitive work
  • Comfortable with Excel or Google Sheets basics like sorting and filtering
  • Able to work independently and stay focused on detailed tasks
  • Dependable about meeting deadlines and following procedures

Nice to have

  • Previous data entry or clerical experience
  • Speed and accuracy with 10-key number entry
  • Familiarity with QuickBooks, a CRM or an inventory system

Schedule

Part-time weekday hours, with some flexibility on start and end times. Tell us your availability and how many hours a week you're looking for.

What we offer

  • On-the-job training on our systems and procedures
  • A quiet, focused workspace
  • More hours available as new projects come up
  • Paid sick time

Add your pay, location and schedule when you post. Jobs that show pay get noticeably more applicants.

Screening questions for a data entry clerk

Ask these on the application form to sort applicants quickly. They’re added automatically when you post this template.

  • Can you type at least 45 words per minute accurately?Yes / No · required
  • Which spreadsheet or database programs have you used?Short answer
  • How do you check your work for errors when entering large amounts of data?Paragraph

Data Entry Clerk interview questions

  1. How do you stay accurate when you're entering hundreds of similar records?
  2. You find two customer records that look like duplicates but have different phone numbers. What do you do?
  3. Which spreadsheet functions do you use most often?
  4. How do you handle a source document that's hard to read or missing information?
  5. Tell me about a time you caught an error that others had missed.
  6. How do you keep yourself focused during repetitive work?
  7. How do you keep confidential information secure while you work?

Tips for hiring a data entry clerk

  • Give a short typing test plus a paid sample task using made-up records, then check accuracy as well as speed.
  • Score the sample on errors first. A slower, accurate clerk saves more time than a fast one whose work you have to recheck.
  • If the work is a one-time project, say so in the post and give an expected end date. You'll attract people who want exactly that.
  • Set up user accounts with only the access the job needs before their first day.