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How to become a data entry specialist

Almost any sector can benefit from the services of a data entry specialist. Data entry is a type of office work in which information is gathered using tools. Businesses use this data for marketing, finance, and any other purpose that helps the corporation function and expand. By transforming tangles of data into valuable insights, data entry specialists assist companies in making well-informed, data-oriented decisions. A data entry work involves editing and accessing various forms of electronic or raw information into a database or system. Data specialists do this on a computing machine and using a keyboard and handling initiatives. They may convert sales numbers or translate oral and written meeting handwritten notes into digital formats.

What is a Data Entry Specialist?

Image for part: What is a Data Entry Specialist?

A data entry specialist also referred to as a data entry clerk operator isn't just somebody who enters data into excel sheets. It all focuses on their manager's needs and corporate objectives. They might be data scientists by day and proofreaders by night. The following are some of the duties that data entry specialists may be assigned;

  • Data collection, compilation, and organization from files such as client information sheets, medical records, and financial statements.
  • Data extraction from electronic areas.
  • Creating email marketing mailing records.
  • Validating and adjusting invalid information.
  • Data is digitized utilizing tools such as text editors and spreadsheets.
  • Ensures that organized data is formatted consistently.
  • Assessing data sets and putting together reports
  • When required, retrieve missing details.
  • Followed data maintenance and security requirements

Job market outlook for data entry specialist

According to the BLS, the data entry operator earned a median yearly income of $27,450 in 2010. The job growth for data entry specialists will be down by 7% by 2020. As per the BLS, many data entry specialist or operators obtain their experience via on-the-job training. When you've gained enough experience in entry-level data entry careers, your chances of working up to higher-paying professions will strengthen.

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Data entry operator job description

Data entry operators can collaborate almost anywhere, including from home. They are generally used to make notes of client data. They will usually maintain these records updated and gain entry into software applications as necessary. These data entry specialists must typically enter data efficiently and may be assigned the task of adjusting inconsistencies between origin documents and data arrived into computer networks. They may be required to develop findings or conduct administrative duties like replying to calls, based on their company.

Data entry specialist job description

Data entry specialists are in charge of digitizing information for storage. They operate in a firm's administration office, gathering customer data, preserving an organized filing system, and evaluating information for reliability and consistency. 

  • Data collection and digitization, including invoices, canceled bills, customer data, and income statements
  • Preserving a systematic and precise storage process to ensure full and precise data entry.
  • Maintaining a file of hard copy information like receipts, stock checklists, and other financial records.
  • Creating data entry norms by adjusting filing systems regularly to develop data quality.
  • Operating with clerical staff to find incomplete information to discuss data discrepancies.
  • Responding to data requests and informing management of any massive data mistakes.
  • Securing a high level of precision and effectiveness while complying with ideal data management practices.

Tips for becoming a data entry specialist

Consider taking data entry training

Typing and organizational skills, and understanding of spelling, grammar, and commas, are popular data entry skills. A keen eye for detail is also required to detect and correct any errors. The data entry expertise can be obtained via self-study data-entry classes, but some employers prefer candidates with formal training. Community colleges regularly offer this training through certification courses. Certificate courses typically last 24 to 43 course credit hours and instruct data entry knowledge in computer tools like Microsoft Word and Excel, and verbal and written communication and typing. Students gain knowledge on how to employ and keep records management systems, and how to function efficiently in an office setting.

Acquire experience

A few data entry jobs recommend or need former experience in data entry or a relevant subject that has imparted them valuable skills. Word processors, typists, office personnel, and information clerks are some examples of associated jobs. These jobs have equivalent duties, such as operating computers, typing, and maintaining records. Some companies expect or involve customer support or office management expertise too.


One of the initial points to consider if you want to become a Data Entry Specialist is the education you'll require to be a data entry specialist. We discovered that 37.8 percent of Data Entry Specialists have a bachelor's degree or higher. In terms of academic education, there is 3.5 percent of Data Entry Specialists have master's degrees. Although some Data Entry Specialists have a university education, it is feasible to become one with only a high school diploma or GED. When exploring how to be a data entry specialist, identifying the appropriate field of study is a significant step. The most familiar specialization for data entry specialists is a bachelor's or associate degree.

Develop your software competence

An extensive experience in a wide range of apps can make you a more qualified candidate for data entry. For data entry jobs, various businesses use a variety of software. The more software qualifications you have on your resume, the greater your chances of getting hired. Microsoft Word, PowerPoint, Excel, Access, and Open Office is the most popular software apps in data entry. Be informed that many businesses store information on in-house systems, that might or might not be Microsoft-based. Knowledge of a broad range of databases with graphical user interfaces is extremely beneficial. Numerous people discover that by following directions and experimenting with the application, they can effectively train themselves with technical knowledge on their own. There are also digital lessons available, most of which are free, that can help educate you on the fundamentals of application.

Improve your typing skills

One of the most crucial attributes of a great data entry specialist is the ability to type. The job entails a lot of administrative duties and thus needs a lot of typing. Typists must typically be able to type at least 60 words per minute.  In the field of data entry, precision is critical. So much data is presented in the type of guidelines, numbers, and costs that must be precisely translated. Because there is so much data to enter, you must be capable to touch type. Many employers expect at least a words-per-minute rate of 60, but 80 to 90 is desirable. You can determine your typing speed by taking the free web-based test. Typing qualities are developed over time and through practice. Try transcribing a file, such as a book, poetry, or a news report, each night before going to bed to enhance your typing or data entry qualifications. Typing courses are also available at community colleges and community centers. Typing tests online, for example, can boost precision and agility. Remember that you will most likely not be typing statements in data entry. Names, sales numbers, product codes, and other such information are far more usually included in databases than in newspaper stories.

Choosing the best data entry job

It's time to look for and apply for a data entry job after obtaining experience or skills.  When looking for jobs, you should think about which industries are of interest to you. Working in your ideal industry can boost your job satisfaction and performance.

Salary of a data entry specialist

Data Entry Specialists in the United States earn an annual income of $30,893 or $15 per hour. The highest 10% receive more than $38,000 annually, whereas the bottom 10% earn less than $24,000 yearly.

What are the top states for data entry specialist jobs?

When beginning a career as a data entry specialist, a few areas are better than others. Alaska, California, Washington, and Massachusetts are the ideal regions for this role. With an annual wage of $36,230, data entry specialists are the highest paid in Alaska. In California and Washington, they will make an average of $34,845 and $34,585, respectively. Since data entry specialists in Massachusetts earn an estimate of $33,026 per year, they earn more than the other parts of the nation. These are the ideal states in terms of job accessibility and pay. 

Because of its diversity, the data entry sector has a wide range of billing processes. You could be paid by the word count or keystrokes you type, or you could be paid hourly. Typing speed is usually used to evaluate salary, so quicker typists may receive more. A data entry clerk's typical yearly income in Australia is $73,765.

How to work as a data entry specialist with no work experience?

Yes, you can function in data entry without any prior academic background. While many companies seek applicants with previous data entry expertise, those candidates will also receive more as a result of their previous work experiences. Data entry specialists must have basic office abilities like typing and insight into common computer software like MS Excel and Access. These applications are used in many different jobs and can be gained via online tutorials. A few businesses will offer on-the-job training to applicants who do not have experience with precise software applications. All candidates should be able to type at least 60 words per minute appropriately. Salary ranges for entry-level positions range from $19,000 to $26,000 annually. Applicants with no experience can predict to receive at the lower end of the pay level.

How long will it take to be a data entry specialist?

A data entry specialist can be trained in 3 to 6 months. Before applying for a data entry role, an applicant should be competent in many job criteria. Although there are no structured academic prerequisites for functioning in data entry, numerous specific skills must be learned before entering the industry or getting training after being recruited. Typing skills and knowhow of spreadsheet and filing system software are required. A data entry certificate can be obtained in about six months. This credential certifies that the candidate has demonstrated qualifications varying from data entry to records management. Businesses may employ an applicant with solid typing skills and offer nearly 12 weeks of training for the particular criteria of the role.

What qualifications do you need to be a data entry specialist?

To be a data entry specialist, you must have precise typing accuracy and productivity, computer literacy, and organizational skills. A data entry specialist's typing speed is a valuable component. Applicants must be capable of type at least 60 words per minute. Several organizations hire candidates who can type 80 to 90 words per minute correctly. However the computer skills expected to perform in data entry are regarded as basic, it is critical for anyone looking for a job to have a thorough understanding of MS Office programs like Excel and Access. The organization is one of the most essential qualities required for this job. To be a data entry specialist, one must be ready to look for information and arrange and enter it.  

What is the distinction between a data entry specialist and a data analyst?

Data entry entails approaching data into an application that the analyst can then utilize. Analysts examine and modify data to draw findings that the business can employ. They both do separate things, but they collaborate to keep a company's data structured.

How to describe my data entry experience on a resume?

  • Begin with a professional summary that outlines your most notable accomplishments, experience, and skills.
  • To demonstrate your competency, mention your data entry practical experience.
  • Provide a section to highlight your exceptional credentials and your education and training.

What is the process of data entry?

Based on the sector and company, a data entry job could appear different. But even so, the following are some common data entry responsibilities:

  • Monitoring information to manage databases
  • Input meeting minutes, actual data, and phone calls into data systems.
  • Group information to organize source data.
  • Enter data in the form of letters, numbers, and symbols.
  • Determine how data is recorded.
  • Examine the data and correct any flaws.
  • Input client and account information into a computer.
  • Follow the data system process set by the business.
  • Data review, collection, deletion, or re-entry.
  • Removing data duplication 
  • Combine data from multiple systems.
  • Add value to the team's success by achieving results.
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