Whether you are a recruiter for an organization or the hiring manager, you need to write a stellar, appealing job description when a position opens up. Your listing should succinctly go over the basic responsibilities of the job while making it sound like a place people would want to work at. A bad hire can prove to be disastrous in the long run, but you can reduce your chances of hiring the wrong person by making sure your description is accurate and comprehensive. Below is a data entry clerk job description sample that will give you a decent idea of what you can write for your own. Some of the information will obviously need to be changed so that it is more specific to your company, but this should serve as a viable starting point.
Data Entry Clerk Job Summary
You will primarily be tasked with inputting customer information into the company’s database. A high level of attention to detail is needed, and you should already be familiar with basic types of organizational software.
Data Entry Clerk Job Responsibilities and Duties
- Enter information into the database using our alphabetic system, which may entail using a scanner
- Make sure all data remains secure and follow all safety measures
- Routinely check for discrepancies within the system and follow company measure to resolve all conflicts
- Recommend changes to the system if inefficiencies present themselves
- Verify information for accuracy and make corrections and update data when needed
- Delete data when it is no longer relevant and eliminate duplicate data from the system
- Make sure all information gets stored in backup files
- Work as part of a team in order to achieve a common goal
Data Entry Clerks Skills and Qualifications
- Superior data entry skills
- Ability to maintain confidentiality
- Excellent computer skills
- Results driven
- Keen eye for details
- Ability to work both independently and as part of a group
- Customer service
United Global Inc. has been serving the community since 2003. We are dedicated to maintaining confidential medical records of people so that all their information remains secure but is easily accessible when needed. We always put our clients first and are looking for passionate, computer-savvy individuals who are looking for opportunities to grow.
What to Include in Your Data Entry Clerk Job Description
There are quite a few questions you need to ask yourself before writing your data entry clerk job description. What are the most essential tasks this person will be performing on a daily basis? What skills should this person already come in with? What kind of salary is appropriate for this kind of work? If you are able to answer these effectively before embarking on your job search, then you will be in a much better position to attract better employees.
• Important Functions – You should have a maximum of 10 responsibilities that are going to be most relevant to the position. You need to hone in on what duties a person will need to do regularly. This means avoiding talking about tasks that a person would not do very often. You can get a decent sense of what being a data entry clerk entails by speaking with people who already do that job and hearing what they have to say.
• Qualifications – Having a list of responsibilities will give applicants a good idea if they already have experience carrying out those tasks. However, even if someone has never worked as a data entry clerk before, they may still be inclined to apply if they have the essential skills. These clerks need to be proficient in typing, evaluating information and being results driven. Someone with these skills may still prove to be an invaluable asset.
• Company Profile – You should also talk a little bit about your company as a whole. This can include how long you have been in business and what kind of reputation you have earned over the years.
• Salary and Company Benefits – Some companies are more than willing to publicly state what salary and benefits they have to offer. Others are not so willing to openly discuss that information. See what your organization’s policies are and abide by them thoroughly.
• How to Contact – A perfectly written job description is not going to do you any good if job hunters have no clue how to contact you. Include relevant contact information, including an email address or physical address. You should also state how applicants should go about contacting you if they have any questions.
A solid data entry clerk job description will convince anyone searching for a new job to send his or her resume your way.
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Writing Your Data Entry Clerk Job Description: Dos and Don’ts
Once you have written your job listing, run it through some of these beneficial tips to ensure everything is as it should be:
• Do use SEO wisely. You want to use relevant keywords to help your posting show up on the first page of search engine results.
• Do talk about what the job has to offer the candidates whether it is learning experiences or a way to grow within the company.
• Do put what the start date would be.
• Do not brag about how much better your company is than others.
• Do consider the visual components of your data entry clerk job description. Think about using visuals or video to make yours stand apart from the rest.
• Do not use meaningless corporate jargon or buzzwords.
Hiring a new employee will always be tough. Make the process easier on yourself by taking the time to craft an appealing job listing that people actively want to apply to.
Writing a Job Description Best Practices
- You do not want to use the above data entry clerk job description sample verbatim. You want to make your listing completely unique to your organization and include information that is only going to pertain to what you are looking for. Here are a few bonus tips for writing a stellar description:
- Do talk with people who work as data entry clerks to see if there is anything they would add or change. This is an excellent way to ensure that your job listing is as descriptive and truthful as can be.
- Do not be vague. If after reading your job description the reader still has no clue what they will be doing or what your company does, then you have essentially failed. Be clear and concise so that there is no confusion whatsoever.
- Do include information that a job applicant is going to be searching for. You need to put yourself in the candidate’s shoes and think about what someone looking for a job in this industry is going to want out of a new position. List whatever perks and opportunities you can offer.
- Do work as part of a team to create your description. While you may be the hiring manager, it can be helpful to talk to people in other departments to talk about how your listing can be enhanced. An editor can proofread for clarity and grammatical correctness while a graphic designer can create stunning visuals.
- Do show what kind of atmosphere the company embodies. A professional, corporate office will want to use language in the description that shows their seriousness. More relaxed offices can use more colloquial language.
- Do not make it confusing to apply. Once someone has read your description and is interested, you want to make it as simple as possible for him or her to send you a resume. Include the appropriate contact information and clearly state what materials should be sent such as resume, cover letter and anything else.
Many employers simply slap together a job description without too much thought. You can stand ahead of the pack by taking the time to really make a job listing that attracts top-quality talent.