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Career profile Data Entry Specialist

Also known as Data Capture Specialist, Data Entry Clerk, Data Entry Machine Operator, Data Entry Operator, Data Entry Specialist, Data Transcriber, Records Clerk, Underwriting Support Specialist

Data Entry Specialist

Also known as Data Capture Specialist, Data Entry Clerk, Data Entry Machine Operator

Interests Profile
  • Conventional
  • Realistic
  • Enterprising
Pay Range
$24,490 - $50,440 (annual)
Required Skills
  • Reading Comprehension
  • Active Listening
  • Monitoring
Knowledge Areas
  • Administrative
  • Customer and Personal Service
  • Law and Government
Core tasks
  • Locate and correct data entry errors, or report them to supervisors.
  • Compile, sort, and verify the accuracy of data before it is entered.
  • Compare data with source documents, or re-enter data in verification format to detect errors.
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What does a Data Entry Specialist do?

Data Entry Specialists operate data entry device, such as keyboard or photo composing perforator.

In addition, Data Entry Specialists duties may include verifying data and preparing materials for printing.

What kind of tasks does a Data Entry Specialist perform regularly?

Data Entry Specialists are often responsible for overseeing or executing some or all of the following tasks:

  • Locate and correct data entry errors, or report them to supervisors.
  • Compile, sort, and verify the accuracy of data before it is entered.
  • Compare data with source documents, or re-enter data in verification format to detect errors.
  • Select materials needed to complete work assignments.
  • Store completed documents in appropriate locations.

The above responsibilities are specific to Data Entry Specialists. More generally, Data Entry Specialists are involved in several broader types of activities:

Working with Computers
Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Processing Information
Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Documenting/Recording Information
Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Communicating with Supervisors, Peers, or Subordinates
Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Getting Information
Observing, receiving, and otherwise obtaining information from all relevant sources.

What is a Data Entry Specialist salary?

The median salary for a Data Entry Specialist is $34,440, and the average salary is $35,850. Both the median and average roughly describe the middle of the Data Entry Specialist salary range, but the average is more easily affected by extremely high or low salaries.

Many Data Entry Specialists earn significantly more or less than the average, due to several factors. About 10% of Data Entry Specialists earn less than $24,490 per year, 25% earn less than $28,580, 75% earn less than $40,750, and 90% earn less than $50,440.

Between the years of 2020 and 2030, the number of Data Entry Specialists is expected to change by -22.5%, and there should be roughly 11,600 open positions for Data Entry Specialists every year.

Median annual salary
$34,440
Typical salary range
$24,490 - $50,440
Projected growth (2020 - 2030)
-22.5%

What personality traits are common among Data Entry Specialists?

Interests

Career interests describe a person's preferences for different types of working environments and activities. When a person's interest match the demands of an occupation, people are usually more engaged and satisfied in that role.

Compared to most occupations, those who work as a Data Entry Specialist are usually higher in their Conventional and Realistic interests.

Data Entry Specialists typically have very strong Conventional interests. Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.

Also, Data Entry Specialists typically have moderate Realistic interests. Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.

Values

People differ in their values, or what is most important to them for building job satisfaction and fulfillment.

Compared to most people, those working as a Data Entry Specialist tend to value Support, Relationships, and Working Conditions.

Most importantly, Data Entry Specialists moderately value Support. Occupations that satisfy this work value offer supportive management that stands behind employees.

Second, Data Entry Specialists moderately value Relationships. Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment.

Lastly, Data Entry Specialists somewhat value Working Conditions. Occupations that satisfy this work value offer job security and good working conditions.

Psychological Demands

Each occupation brings its own set of psychological demands, which describe the characteristics necessary to perform the job well.

In order to perform their job successfully, people who work as Data Entry Specialists must consistently demonstrate qualities such as integrity, attention to detail, and dependability.

Below, you'll find a list of qualities typically required of Data Entry Specialists, ranked by importance:

Integrity
Job requires being honest and ethical.
Attention to Detail
Job requires being careful about detail and thorough in completing work tasks.
Dependability
Job requires being reliable, responsible, and dependable, and fulfilling obligations.
Achievement/Effort
Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
Stress Tolerance
Job requires accepting criticism and dealing calmly and effectively with high-stress situations.

What education and training do Data Entry Specialists need?

Working as a Data Entry Specialist usually requires a high school diploma.

Data Entry Specialists need anywhere from a few months to one year of working with experienced employees. A recognized apprenticeship program may be associated with this occupation.

Educational degrees among Data Entry Specialists

  • 2.8% did not complete high school or secondary school
  • 26.2% completed high school or secondary school
  • 31.6% completed some college coursework
  • 14.4% earned a Associate's degree
  • 20.8% earned a Bachelor's degree
  • 3.6% earned a Master's degree
  • 0.6% earned a doctorate or professional degree

Knowledge and expertise required by Data Entry Specialists

Data Entry Specialists may benefit from understanding of specialized subject areas, such as administrative, customer and personal service, or law and government knowledge.

The list below shows several areas in which most Data Entry Specialists might want to build proficiency, ranked by importance.

Administrative
Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.
Customer and Personal Service
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Law and Government
Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
Public Safety and Security
Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.
Mathematics
Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

Important Abilities needed by Data Entry Specialists

Data Entry Specialists must develop a particular set of abilities to perform their job well. Abilities are individual capacities that influence a person's information processing, sensory perception, motor coordination, and physical strength or endurance. Individuals may naturally have certain abilities without explicit training, but most abilities can be sharpened somewhat through practice.

For example, Data Entry Specialists need abilities such as written comprehension, near vision, and finger dexterity in order to perform their job at a high level. The list below shows several important abilities for Data Entry Specialists, ranked by their relative importance.

Written Comprehension
The ability to read and understand information and ideas presented in writing.
Near Vision
The ability to see details at close range (within a few feet of the observer).
Finger Dexterity
The ability to make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or assemble very small objects.
Oral Comprehension
The ability to listen to and understand information and ideas presented through spoken words and sentences.
Information Ordering
The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).

Critical Skills needed by Data Entry Specialists

Skills are developed capacities that enable people to function effectively in real-world settings. Unlike abilities, skills are typically easier to build through practice and experience. Skills influence effectiveness in areas such as learning, working with others, design, troubleshooting, and more.

Data Entry Specialists frequently use skills like reading comprehension, active listening, and monitoring to perform their job effectively. The list below shows several critical skills for Data Entry Specialists, ranked by their relative importance.

Reading Comprehension
Understanding written sentences and paragraphs in work-related documents.
Active Listening
Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Monitoring
Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
Writing
Communicating effectively in writing as appropriate for the needs of the audience.
Time Management
Managing one's own time and the time of others.

What is the source of this information?

The information provided on this page is adapted from data and descriptions published by the U.S. Department of Labor, Employment and Training Administration under the CC BY 4.0 license. TraitLab has modified some information for ease of use and reading, and the U.S. Department of Labor, Employment, and Training Administration has not approved, endorsed, or tested these modifications.

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