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.
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.
Data Entry Clerk Job Responsibilities
As the meatiest section of your data entry clerk job description, the job responsibilities section is quite important in attracting the right candidates. This section requires detailed information on the day-to-day tasks a clerk will do. It provides a clear overview of the job and allows applicants to decide easily if this is the job for them. It weeds out undesirable candidates and helps you find that perfect match.
When writing the data entry clerk job responsibilities section, you need to stay focused on the essential duties and tasks. Creating a list that is overly long can be detrimental. It may cause applicants to feel you expect too much, and they may pass on the position. By presenting a concise list of the most important job tasks, you paint a solid picture of the expectations. Ensure you use action verbs to make it eye-catching, and always be specific whenever possible, including details and metrics.
This is an idea of what a responsibilities section of a data entry clerk job description might look like:
- Enters information into the computer system through typing and scanning
- Verifies accuracy of work by comparing it to source documents
- Compiles data from various sources
- Processes customer information to create sales and information databases
- Maintains confidentiality of information
Data Entry Clerk Job Specifications
When applying for a job, candidates typically look closely at the job qualifications and skills section of a data entry clerk job description. This section explains the requirements they should meet if they want to land the position. It is your responsibility to ensure this is a complete and clear list. You predominantly want to present the required skills, education and experience. You can include preferred qualifications, but note they are only preferred and not prerequisites.
As you create this section, get input on what to include in the data entry clerk job specifications from employees and managers. Find out what skills are most helpful and become clear on what qualifications a person must have to be successful in the position. Having a clear understanding of the job yourself goes a long way toward ensuring the data entry clerk job description is detailed and provides accurate information to job applicants. It also helps to prevent people from applying who do not have the right qualifications.
For your reference, here is a sample job qualifications and skills list for a data entry clerk:
- High school diploma or equivalent
- Previous experience in data entry
- 10,500 ksph speed
- 95 % accuracy rate
- Ability to work overtime