Data Entry
Data entry specialists come with various skill sets, from inputting data into computer systems to transcribing or encoding large amounts of information. The following five steps can help you seek out the right data entry specialist for your unique project and needs:
- Consider the type of data and computer skills needed. While typing skills and strong attention to detail may be enough for entry-level data entry jobs, other projects may require more advanced skills. Consider whether your project requires knowledge of a particular CRM (customer relationship management) software, data processing software, or data collection tools. Also, consider whether it would be helpful for your candidate to have experience with additional skills like transcribing audio, collecting social media analytics, or handling sensitive information.
- Specify any necessary software or equipment requirements. Selecting a candidate already familiar with your preferred software can be a solid move from a time management perspective. Whether your project requires knowledge of Outlook data files, advanced Excel skills, or experience with optical scanners, be sure to mention it in your job description.
- Determine whether industry experience is important. Industry-specific data entry experience can be more important for some projects than others. For instance, if your project involves entering accounts payable, tax, or invoicing information, a candidate with financial experience may be more likely to spot errors.
- Keep compliance requirements in mind. If your data entry specialist will be dealing with information protected by laws like HIPAA or PCI, ensure they’ll be able to comply with all relevant data protection laws and policies. When conducting a remote job search, mention any encryption software or security tools that may be required.
- Define your expectations. Strong communication skills can make or break any working relationship. Be as transparent as possible with candidates about your turnaround requirements, work volume, needs, and preferred methods of communication.
How to write a data entry specialist job post
Whether you’re hoping to hire a full-time data analyst or a freelance data entry clerk for a short-term project, you’ll want to include certain things in your job description—basically, what needs to be done, by when, and the skills required to do it.
While job descriptions can vary from one company or project to the next, here are some examples of commonly included sections:
- Title. Some job descriptions keep things as simple as using a title like “Remote Data Entry Specialist Needed.” Others get more specific with titles like “Yelp Data Entry Specialist Needed for Short-Term Project.”
- Type of job and timeframe. Let candidates know the nature of the job and how long it will last. For example, are you looking for full-time remote employees, contract-to-hire candidates, or freelancers who can help with a short-term project?
- Introduction and description. This is where you’ll want to introduce your company and tell potential employees about its objectives, culture, and values. If you’re creating a freelance job description, however, you may prefer to offer a short summary of the project, its scope, and any major qualifications needed.
- Duties and responsibilities. This section is often presented in bullet points outlining what the job entails. While it’s important to be thorough, keep each bullet point short, to the point, and scannable.
- Required skills and qualifications. Much like the section above, this part of a job description is often presented as easily scannable bullet points. This is where you’ll want to list requirements such as experience, education, hard skills, and soft skills.
- Preferred skills and qualifications. You might add this section if you want to mention certain qualities that are not required but would set a candidate apart. For example, if your project involves inputting lead info generated from LinkedIn, you might mention familiarity with the platform as a plus.
- Benefits. If your project or role offers any benefits, don’t hesitate to mention them. Examples could include schedule flexibility or the opportunity for ongoing work on an as-needed basis.
Example of a data entry specialist project post
Seeking detail-oriented data entry specialist to join our growing team
$18-$30/hour – Contractor and temp work
Our office is seeking a highly organized and motivated data entry specialist to assist our remote team for up to 25 hours a week for eight weeks. You’ll be responsible for accurately entering data from scanned images and other sources into Microsoft Office Excel spreadsheets. Basic data entry skills and strong attention to detail are required.
Requirements
- Ability to accurately input data into spreadsheets from scanned documents and notes transcribed by our data entry operators
- High school diploma or GED
- Excellent typing skills and detail orientation
- Strong sense of autonomy and time management to handle large volumes of data on strict deadlines
- Mastery of the English language for data accuracy and quality control
- Ability to verify data accuracy and completeness by cross-referencing and validation
- Typing speed between 50 and 60 words per minute
- Reliable internet connection
Preferred skills and qualifications
- Previous experience in data management, data analysis, or virtual assistance
- Skilled with touch typing
Benefits
- Flexible work schedule with the ability to choose your hours
- Competitive rate based on experience
- Opportunity to work with a warm and welcoming team on possible future projects
Helpful information to know before you hire a data entry specialist
Finding the right data entry specialist is largely a matter of understanding the skills and tools needed to complete your project. In the following sections, we’ll walk you through important things to consider when searching for the ideal candidate.
The role of a data entry specialist
The primary duties of a data entry specialist include inputting data into spreadsheets, tables, or computer databases. They may also perform additional duties depending on the job or project. Other tasks commonly performed by data entry specialists include:
- Updating datasets
- Verifying data accuracy and correcting any errors
- Sorting and organizing data for easy access and analysis
- Assisting with data management and reporting tasks
- Collaborating with other teams to ensure data consistency and integrity
One of the perks of a data specialist’s job is that they can often do it remotely. Hiring remote professionals opens up access to a vast talent pool of candidates of all experience levels and specialties.
Common software and tools for data entry specialists
Familiarity with data entry software and tools can help you write job descriptions and review proposals. Common tools of the data entry specialist’s trade include:
- Microsoft Excel. Microsoft Excel is a spreadsheet program that’s part of the Microsoft 365 Office Suite. It features a wide selection of tools that can help organize, analyze, and manipulate data.
- Google Sheets. If your organization uses the Google Workspace suite, you may prefer a data entry specialist familiar with Google Sheets. Much like Excel, Google Sheets is a spreadsheet program with robust data organization features and integrations.
- Industry-specific software. Some companies or departments use software designed for specific industries. For example, a human resources department might use a platform like Zoho People, while health care providers often use electronic medical record (EMR) solutions.
- Database management systems. Some data entry specialists may also be familiar with database management system (DBMS) software that can store and organize data. Some of the most popular DBMS solutions include Oracle and MySQL.
When creating a job post, speaking with your project’s supervisors or team members can be helpful. They should be able to fill you in on any tools your ideal candidate will use throughout the project.
Demand for data entry specialists in 2024
Data entry specialists play a vital role in our increasingly data-driven market. Data analytics, which uses data to glean important business insights, was recently ranked on Upwork’s Most In-Demand Work Skills for 2024.
While they may not be involved in data analysis directly, data entry specialists often build the foundation for analysts’ work. Some ways data entry specialists contribute to the data analysis process are:
- Quality control. Data analysis initiatives rely on high-quality, error-free data to reach accurate conclusions. A detail-oriented data entry analyst can catch errors or inconsistencies that would otherwise have produced inaccurate results.
- Data organization. Data entry specialists are not only skilled at inputting data, but also in data categorization and organization. This helps ensure that the analysts have a clean and easily accessible dataset with which to work.
- Data formatting. Sometimes, a data entry specialist may standardize or convert data into different formats. This important process helps ensure that analysts have access to reliable, consistent databases.
- Data updating. In industries where data is constantly evolving, keeping it up to date is essential. A good data entry specialist makes sure they enter any new information accurately and timely.
Data entry specialists’ most common specializations
Some data entry professionals specialize in certain industries or software skills. For example, some excel in certain types of data entry formats, such as:
- Numeric data. This type of data entry requires specialists who are often highly skilled in 10-key typing. This refers to using a numeric keypad to input numerical data such as financial information, statistics, or inventory results.
- Text data. These data entry specialists mainly enter words from hardcopy documents, scans, or audio transcriptions. Typing speed, accuracy, and language mastery are crucial for this type of work.
- Alphanumeric data. Data entry specialists in this area input data that uses a mixture of words and numbers.
Other data entry specialists work in certain industries or niches. For instance, they might specialize in medical or legal terminology to work with more clients in these industries. Other common types of data entry specializations include:
- Double-data entry. Much as the name implies, double-data entry specialists use software that requires them to enter the same data sets twice. The goals are delivering accuracy and spotting inconsistencies.
- Transcriptionists. These data entry specialists are highly skilled typists who can translate audio to text.
- Data coding. Some industries require text to be classified using certain codes. This can make data easier to retrieve or analyze in later processes.
- Data scraping. This involves using special tools to collect large amounts of information from online sources. It’s helpful for data entry specialists who work with websites or e-commerce platforms.
Industries hiring data entry specialists
Data entry specialists are increasingly in demand as more industries rely on their skills to make data-driven decisions. These professionals now contribute to a large range of industries, including:
- Health care and medicine. Many health care organizations rely on data entry specialists to keep electronic health records (EHRs) accurate and up to date. Health care data entry often also requires a knowledge of specific coding systems, terminology, and HIPAA compliance regulations.
- Finance and banking. A financial data entry specialist accurately records accounts and transaction information. They may also enter new account information, verify data, and even monitor for signs of fraudulent activity.
- Retail and e-commerce. E-commerce data entry specialists often upload new product descriptions and pricing. They may also help clients track important sales figures and trends.
- Logistics and supply chain. Companies in these fields count on data entry specialists to input data related to everything from shipment schedules to inventory figures.
- Government and public sector. Data entry specialists who work with government and public organizations are often entrusted with large volumes of sensitive data. These professionals accurately record important and sometimes sensitive information, from census and survey records to financial reports.
Average cost of hiring a data entry specialist in 2024
Data entry specialists are available for a wide range of rates, usually depending on their experience level and specializations. The median rate for independent data entry specialists on Upwork is $10 to $20/hour.
Some professionals may charge higher rates for faster turnarounds, higher quality, or more complex projects. Others may charge lower rates, particularly entry-level specialists who are still building a client base or resume. Rates may also vary for other data entry professionals, such as data analysts, data clerks, or data scientists.
Regardless of your needs or budget, Upwork is home to data entry specialists with a wide range of different skill sets. Sign up for a free client account today to post a job description or reach out to vetted data entry specialists with the skill sets you need for your project.