Data Entry Specialist: What It Is And How To Become One

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Table Of Contents

Data entry specialist jobs are among the best entry-level careers to enter. This is an administrative role many organizations offer that need help with converting their hard copy records to digital copies and related work where data is entered into a system.

Data entry requires someone with a careful eye who enjoys task-based work. If this sounds like a career that might interest you, keep reading.

If you want to land a job as a data entry specialist, start your search on ZipRecruiter! ZipRecruiter is free for job seekers and you can easily apply for jobs with one click!

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What Is A Data Entry Specialist?

A data entry specialist is someone who keys and enters data into a system. This might include:

  • Converting manual hard copy company records into digital copies
  • Entering figures into a database or spreadsheet
  • Recordkeeping

In this role, you’ll work behind a computer and your responsibilities will involve accurately entering data daily.

According to ZipRecruiter, the average salary for a data entry specialist is $37,974/year.

How Do You Become A Data Entry Specialist

Data entry specialist jobs vary from company to company. In general, this tends to be an entry-level role available to workers with a high school diploma.

There’s no degree or certificate required to work in data entry but having strong soft skills like communication, patience, organization, and diligence will be needed. You will also be required to operate a computer at a basic level.

If you can do this, there’s a strong chance you can land a job in data entry.

Becoming a data entry specialist starts with the job search process. This is about searching for a data entry job that’s right for you. We recommend searching for data entry roles on ZipRecruiter. Before this though, you’ll want to make sure you have a strong cover letter and resume ready to accompany your job application.

This is a list of the best resume writing services online. You can use a service like this to have your resume professionally created and tailored for a career in data entry.

Skills And Requirements To Become A Data Entry Specialist

You learned about some of the soft skills you’ll need to work in data entry like communication. Here’s more about some additional skills and requirements needed to become a data entry specialist.

  • High school diploma or GED
  • Basic computer skills
  • Organizational and time management skills
  • Excellent communication skills
  • Team player
  • High attention to detail and accuracy

Data Entry Specialist Job Duties And Responsibilities

The job duties and responsibilities of a data entry specialist may include:

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  • Scanning hard-copy documents for digital transfer
  • Recording data like entering canceled checks, bookkeeping, and related duties
  • Administrative duties like invoicing and reporting
  • Starting and establishing a digital record system like a spreadsheet or database

Data Entry Specialist Job Description Sample

Here’s an example of a data entry specialist job description:

Job Summary

XYZ Company is looking for a Data Entry Specialist to work in our main branch office during the hours of Monday through Friday 8 am to 5 pm CST.

In this role, your responsibilities will include:

  • Filing documents
  • Scanning documents to be recorded digitally
  • Processing weekly invoices
  • Maintaining our digital database
  • Performing administrative tasks as needed, like taking meeting minutes, etc.

Minimum Job Qualifications

  • High school diploma or GED
  • Basic computer skills
  • Excellent communication
  • Deadline-driven
  • Experience working with databases (preferred)

Your day-to-day activities will be similar so we’re looking for someone who doesn’t get bored easily by doing repetitive tasks. Knowledge and experience with basic computer programs like Microsoft Outlook and Microsoft Excel are a plus.

Pros and Cons of Working as a Data Entry Specialist

Like all careers, there are benefits and drawbacks to consider with this job. Here are some of the pros and cons of working as a data entry specialist.

Pros of Working as a Data Entry Specialist

  • Entry-level job
  • Remote positions available
  • Flexible schedule
  • Low stress

You see that the perks of this job include that it’s beginner-friendly. Generally, a high school diploma or GED are the major requirements for working in data entry. You don’t need to have specialized skills, expertise, or a specific background to work in this role.

There is a lot of work from home data entry positions hiring and this is a job that is remote friendly. If you’re looking for an opportunity to work remotely, this job can fit the bill!

Flexible schedule can come along with this job which tends to be task-based. It’s not unusual for employers to be flexible with your work schedule, provided you get all your work done by the deadline. For more information, check out our guide to remote data entry jobs.

Lastly, this is a low stress position. Other than working under deadlines, typically working in data entry is a low stress job.

Cons of Working as a Data Entry Specialist

  • Tedious, repetitive tasks can get boring
  • Job advancement may be stagnant
  • Not high-paying

Now, the drawbacks can include the repetitive, task-based work you’ll be doing, which can get boring. This may not be a bother for you but, for those looking for challenging, stimulating work, you will not get that working in data entry.

Job advancement opportunities are not as fruitful as with other roles. There may be an opportunity to move into a higher-level role, like office manager, for example but, this opportunity and further advancement beyond this, may not be available.

Lastly, data entry specialist jobs are not high paying. The average salary is around $40,000 per year and while you may find positions that pay more, earning high five figures to six figures per year is unlikely.

The Bottom Line

Data entry specialists do important, necessary work for organizations. This is a great beginner-friendly job for workers looking for entry-level positions that don’t require experience or a college degree.

You’ll like the opportunity to potentially work remotely, perform low stress work with the potential to work a flexible schedule. If you’re ready to find work in this career field, check out ZipRecruiter to start your job search!