Data Entry Operator Job Description Template

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Data Entry Operator Job Description Template

Job Brief

We are looking for a Data Entry Operator to update and maintain information on our company databases and computer systems.

Data Entry Operator responsibilities include collecting and entering data in databases and maintaining accurate records of valuable company information. Our ideal candidate has essential data entry skills, like fast typing with an eye for detail and familiarity with spreadsheets and online forms. You will work with a data team and Data Manager. Previous experience as a Data Entry Clerk or similar position will be considered an advantage.

Ultimately, a successful Data Entry Operator will be responsible for maintaining accurate, up-to-date and useable information in our systems.


  • Insert customer and account data by inputting text based and numerical information from source documents within time limits
  • Compile, verify accuracy and sort information according to priorities to prepare source data for computer entry
  • Review data for deficiencies or errors, correct any incompatibilities if possible and check output
  • Research and obtain further information for incomplete documents
  • Apply data program techniques and procedures
  • Generate reports, store completed work in designated locations and perform backup operations
  • Scan documents and print files, when needed
  • Keep information confidential
  • Respond to queries for information and access relevant files
  • Comply with data integrity and security policies
  • Ensure proper use of office equipment and address any malfunctions


  • Proven data entry work experience, as a Data Entry Operator or Office Clerk
  • Experience with MS Office and data programs
  • Familiarity with administrative duties
  • Experience using office equipment, like fax machine and scanner
  • Typing speed and accuracy
  • Excellent knowledge of correct spelling, grammar and punctuation
  • Attention to detail
  • Confidentiality
  • Organization skills, with an ability to stay focused on assigned tasks
  • High school diploma; additional computer training or certification will be an asset

What does Data Entry Operator do?

A Data Entry Operator is responsible for inputting and maintaining accurate and up-to-date information into databases and computer systems. On a day-to-day basis, their tasks may include:

  1. Data entry: Inputting various types of data, such as text, numeric, or alphanumeric information, into databases, spreadsheets, or other computer programs.

  2. Verifying accuracy: Checking and double-checking entered data to ensure it is correct and complete, making any necessary corrections or updates as needed.

  3. Sorting and organizing: Categorizing and organizing data according to predefined categories or criteria to facilitate easy retrieval and analysis.

  4. Data cleaning and formatting: Removing duplicate or irrelevant data, standardizing formats, and ensuring consistency in data entry to maintain data integrity.

  5. Performing quality checks: Reviewing data and comparing it against source documents or other references to ensure accuracy and identify any discrepancies or errors.

  6. Managing data backups: Regularly backing up and archiving data to prevent loss or damage and ensure data security and continuity.

  7. Assisting with data analysis: Providing support to data analysts or other team members by retrieving and summarizing data or generating reports based on specific requirements.

  8. Maintaining confidentiality: Ensuring the security and confidentiality of sensitive data by adhering to strict data protection and privacy policies.

  9. Collaborating with team members: Communicating and coordinating with colleagues or supervisors to prioritize tasks, resolve any data-related issues, or provide updates on progress.

  10. Adhering to deadlines: Completing data entry tasks within established timeframes to meet project or organizational goals.

It is important to note that the specific responsibilities and tasks may vary depending on the organization and industry in which a Data Entry Operator works.