Data Entry Job Description: Templates & Salary 2025

You need to post a data entry job description fast, and it still has to be accurate, compliant, and competitive. A data entry job description defines the role’s purpose, day-to-day duties, required skills, tools, pay, and performance expectations so you can hire confidently and avoid costly mis-hires.

Time-to-hire is tight, and pay transparency laws keep evolving. Use the templates and benchmarks below to publish a strong posting in minutes.

Quick Copy Template (General Data Entry Role)

To post a solid JD quickly, start with a template that covers the essentials and then tailor it to your workflow. Use this data entry job description template to publish a polished posting quickly, then customize KPIs, salary, and tools for your environment.

It hits the keywords, ATS basics, and compliance language most employers need today. Add remote security notes if the role is hybrid or fully remote to keep candidates aligned and compliant.

Job Summary

We are seeking a detail-oriented Data Entry Clerk to accurately input, update, and maintain information in our systems and databases. The role is responsible for high-volume data entry, data validation, and timely completion of daily queues while following confidentiality and data handling policies.

Success in this role is measured by accuracy rate, speed (WPM/KPH), and turnaround time against service-level expectations. The ideal candidate has strong attention to detail, proficiency with spreadsheets/databases, and comfort working with repetitive tasks. This position is [onsite/remote/hybrid] and reports to the [Team Lead/Operations Manager].

Key Responsibilities

Enter, update, and verify data from source documents into databases, spreadsheets, and platforms.
Review data for errors, missing fields, and inconsistencies; correct or escalate per workflow.
Perform data quality checks using validation rules and double-entry as required.
Maintain daily/weekly volume targets and turnaround SLAs for assigned queues.
Retrieve and organize source files (emails, scanned documents, forms) for processing.
Follow confidentiality, privacy, and security policies when handling PII/PHI/payment data.
Collaborate with team members and cross-functional partners to resolve data issues.
Generate basic reports and logs to document productivity, errors, and corrections.
Use keyboard shortcuts, templates, and macros to streamline repetitive tasks.
Support process improvements that reduce errors and improve throughput.

Requirements and Qualifications

High school diploma or equivalent; associate’s degree preferred for specialist tracks.
Proven data entry experience or related clerical/operations background.
Typing speed of 50+ WPM and/or 8,000–10,000 KPH with ≥98–99% accuracy.
Proficiency with spreadsheets (Excel/Google Sheets) and database interfaces.
Strong attention to detail, organizational skills, and time management.
Ability to follow standardized procedures and meet daily volume targets.
Familiarity with confidentiality, HIPAA/GDPR/CCPA basics, and secure data handling.
Comfortable with repetitive tasks and tight deadlines; reliable attendance.
For remote roles: stable internet, distraction-free workspace, and adherence to device/security policies.

Skills and Tools

Core: Excel/Google Sheets (sorting, filters, basic formulas), data validation, keyboarding/10-key.
Databases/Forms: Access, Airtable, web-based CRMs/ERPs, or proprietary portals.
Optional stack (specify as needed): OCR (ABBYY/FineReader), RPA (UiPath/Automation Anywhere), EMR/EHR (Epic/Cerner), CRM (Salesforce), ERP (NetSuite/SAP), accounting (QuickBooks), ticketing (Zendesk/Jira).
Quality: familiarity with double-entry verification, drop-downs/regex validation, audit logs.
Communication: email etiquette, clear notes on corrections and exceptions.

Compensation and Benefits

Pay range: [$X–$Y per hour or $A–$B annually] based on location, experience, and shift; overtime eligible (nonexempt).
Benefits may include health, dental, vision, 401(k) with match, paid time off, paid holidays, and learning stipends.
Shift differentials for evenings/nights/weekends may apply; equipment provided for onsite/hybrid roles.
We are an Equal Opportunity Employer. We welcome applicants of all backgrounds and do not discriminate based on protected characteristics.

Role Definition: What Does a Data Entry Professional Do?

To post a clear JD fast, define the role’s scope before listing tasks. A data entry professional captures, updates, and maintains information accurately and quickly across systems such as spreadsheets, CRMs, ERPs, EMRs/EHRs, and databases.

Typical outputs include completed forms, cleaned records, and reconciled data that downstream teams can trust.

The role bridges raw inputs (paper, PDFs, emails, web forms) and usable data, with quality checks to catch mistakes before they spread. For example, a clerk might transcribe invoice details into NetSuite while validating tax amounts, or update patient demographics in an EHR while following HIPAA rules. The takeaway: speed matters, but accuracy and compliance matter more.

Clerk vs Specialist vs Operator: What’s the Difference?

Data Entry Clerk: Executes standardized entry and verification tasks; entry-level; focuses on volume/accuracy using defined SOPs.
Data Entry Specialist: Handles complex data types, cross-system reconciliation, and QA; may own templates/macros and train others.
Data Entry Operator: Often used in high-volume or specialized settings (e.g., 10-key, imaging/OCR); emphasizes speed and throughput.
Titles overlap by company; use duties, tools, and KPIs to clarify seniority and expectations.
If the role includes analysis, reporting, or automation scripting, consider “Data Operations Specialist” or “Data Administrator.”

Responsibilities and Duties (by Work Setting)

To align candidates quickly, specify how work differs by setting and what security is required. Choosing onsite vs remote changes workflows, security, and collaboration.

Outline the realities for candidates so they can self-qualify and you avoid misalignment. Include tool access, equipment, and data handling specifics to stay compliant.

Onsite/Office

Prepare, scan, and digitize physical documents; manage mailroom intake where applicable.
Enter and verify data in line-of-business systems with supervisor spot checks.
Access secure terminals, badge-controlled areas, and shred bins for sensitive disposal.
Collaborate in person to resolve discrepancies with Finance, Customer Support, or Clinical teams.
Maintain workstation ergonomics and follow scheduled micro-breaks to reduce fatigue.
Adhere to clean desk and screen privacy policies to protect PII/PHI/payment data.
Participate in daily standups, QA reviews, and continuous improvement huddles.
Support peak-period coverage (month-end close, enrollment seasons, inventory counts).

Remote/Hybrid (with Security Requirements)

Work via VPN/VDI with MFA; use company-managed devices (no public/shared computers).
Follow BYOD policies if applicable: encrypted drives, auto-lock, antivirus/EDR, and no local data storage.
Use privacy screens in shared spaces; avoid public Wi‑Fi or use company-approved secure hotspots.
Transfer files only through approved tools (e.g., SFTP, secure portals); no personal email/cloud drives.
Comply with SOC 2/ISO 27001 controls where applicable; complete annual security training.
Confirm environment: quiet, private workspace; reliable broadband; backup power/connection plan.
Log work in time-tracking or ticketing systems; maintain daily status updates for visibility.
Allow device posture checks and monitoring per policy; report incidents immediately.

Requirements, Skills, and Tool Stack

To speed screening and widen the pool, state must-haves plainly and mark trainables. List must-haves clearly to speed screening while attracting the right skill mix.

Core requirements are keyboard speed/accuracy, comfort with spreadsheets and web apps, and discipline for repetitive work. Add stack-specific tools only if they are used daily; otherwise mark them “nice to have” to keep the candidate pool broad.

Beyond Office tools, consider naming OCR (ABBYY/FineReader) for scanned forms, RPA (UiPath, Automation Anywhere) for repetitive workflows, and EMR/EHR (Epic, Cerner) in healthcare. Finance may require QuickBooks, NetSuite, or SAP; e-commerce/logistics may require Shopify, Magento, ShipStation, or WMS/TMS systems. The takeaway: tool specificity improves fit, but overloading your JD can deter capable entry-level talent—separate must-haves from trainables.

Typing Speed (WPM/KPH) and Accuracy Benchmarks

Set the same bar in hiring that you’ll use in performance reviews.

Entry-level roles: 45–55 WPM.
High-volume or specialist roles: 60–80 WPM.
Accuracy: ≥98–99.5%.
Numeric keypad speed (10-key): 8,000–10,000 KPH for high-volume environments.

To translate, a rough formula is KPH ≈ WPM × 5 characters × 60. Numeric vs alphanumeric tests differ, so test both if relevant.

Use a 3–5 minute standardized test and require a minimum accuracy (e.g., ≥98%) to pass. Allow one retest to reduce nervous-test bias. The goal is a fair, job-relevant bar that predicts performance without excluding trainable talent.

Data Quality and Validation Processes

Quality is the difference between rework and trust and should be explicit in the JD. Use clear processes and tools that prevent and catch errors.

Use validation rules: required fields, format masks, and drop-downs.
Apply double-entry for critical fields and high-risk data.
Create exception queues for records that fail checks.
Require regex on emails and checksums on account numbers.
Surface mismatches to a reviewer with clear notes and context.

Document a sampling plan (e.g., 5–10% weekly audit) and track root causes to reduce recurring errors. The takeaway: describe your QA approach in the JD so candidates understand expectations and managers have a shared standard.

Compliance, Privacy, and Legal Language

To publish fast without risk, match your JD to real privacy obligations and EEO commitments. Your JD should show you understand data privacy obligations and equal hiring practices.

That builds trust and filters in candidates who can handle sensitive information responsibly. Keep statements short, accurate, and aligned with your actual policies.

Handling PII/PHI (HIPAA, GDPR/CCPA, PCI basics)

Include a line such as: “This role handles personal and/or sensitive information; adherence to company policies and applicable regulations (e.g., HIPAA, GDPR/CCPA, PCI DSS) is required.”
For healthcare roles: “Training and compliance with HIPAA Privacy and Security Rules are mandatory; access is role-based and monitored.”
For payment data: “Processors must follow PCI DSS-aligned procedures; full card numbers are not to be stored locally or shared via chat/email.”
For global data: “Cross-border data handling must follow approved transfer mechanisms and data minimization principles.”
Avoid legal overreach—reflect the frameworks that actually apply to your data and markets.

EEO and Inclusive Language (with Examples)

State your EEO commitment: “We are an Equal Opportunity Employer and welcome applicants of all backgrounds. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected characteristics.”
Do use inclusive, plain language: “attention to detail,” “comfortable with repetitive tasks,” “can learn new systems.”
Don’t use biased or exclusionary phrasing: avoid “native English speaker,” “digital native,” or age-coded terms like “young/energetic.”
Separate must-haves vs nice-to-haves; credentials are optional unless legally required.
Invite accommodations: “If you need a reasonable accommodation during the application process, please let us know.”

Performance Metrics (KPIs) to Include

To set expectations upfront, include measurable targets that map to how you’ll coach. Make expectations measurable to reduce ambiguity and support fair coaching.

Include at least one accuracy metric, one throughput metric, and one timeliness metric. Align these with how you will assess probation and ongoing performance.

Accuracy Rate, Volume Targets, Turnaround SLAs

Accuracy: ≥99.0% for standard work; ≥99.5% for critical records; define how errors are counted (per field, per record).
Throughput: 250–500 records/day for standard forms or 8,000–12,000 KPH for high-volume 10-key; adjust for complexity.
Turnaround time: same-day for routine queues; <24 hours for priority; specify cut-off times (e.g., received by 2 p.m.).
QA sampling: 5–10% of output reviewed weekly; corrective action triggered at predefined thresholds.
Continuous improvement: reduce rework rate by X% per quarter; document at least one process improvement per half-year.

Salary and Scheduling

To stay compliant and attract qualified candidates fast, publish transparent ranges and schedules. Setting transparent ranges and schedules improves candidate fit and compliance.

Data entry roles are typically nonexempt and eligible for overtime. List shift options and differentials to avoid surprises. Where required by law, include pay ranges in the posting and keep records of how you determine them.

Hourly/Annual Ranges by Location and Level

United States (national): Many employers post $16–$22 per hour for entry-level Data Entry Clerks and $20–$26 for experienced/Specialist roles; major metros (e.g., SF, NYC, Seattle) often run higher.
Benchmark: The U.S. Bureau of Labor Statistics reports national median pay for Data Entry Keyers in the mid–$17 to $18 per hour range (source: BLS Occupational Employment and Wage Statistics, most recent release). Aggregators like Glassdoor/Indeed/Payscale show similar medians with local variance.
Factors: location, industry (healthcare/finance often pay more), shift (evening/night differentials), and tool complexity.
Tip: For remote roles, state if you use geo-based pay zones; for onsite, note parking/commute stipends if applicable.

Shifts (Day/Night/Weekend), Overtime, and Flex

Shifts: day (8 a.m.–5 p.m.), swing/evening, night/overnight, and weekend rotations; note if schedules are fixed or bid-based.
Differentials: 5–15% for nights/weekends is common; list exact amounts when possible.
Overtime: nonexempt roles pay 1.5× after 40 hours/week (or per state rules); pre-approval policy applies.
Flex: part-time (20–30 hrs/week), split shifts, or compressed weeks; include expectations for peak periods.
Health and safety: specify micro-breaks and ergonomic standards; invite accommodations under ADA.

Industry-Specific Templates

To publish relevant postings quickly, start with a template matched to your industry and edit tools and KPIs. Targeted templates improve relevance, especially for compliance-heavy or high-volume environments.

Copy, then adjust tools, KPIs, and shifts to match your reality.

Medical/Healthcare Data Entry (HIPAA Focus)

Summary: Enter and update patient demographics, insurance, referrals, and clinical data within an EHR while complying with HIPAA and organization policies.
Responsibilities: process intake forms; verify insurance; update authorizations; reconcile orders; follow role-based access; escalate chart discrepancies; support release-of-information workflows.
Requirements: healthcare data entry experience preferred; familiarity with EMR/EHR (Epic, Cerner, eClinicalWorks); HIPAA training; 50+ WPM; ≥99% accuracy; strong confidentiality mindset.
Tools: EHR/EMR, clearinghouses, eligibility portals, secure fax/scan tools, OCR for forms; privacy screens and VDI for remote.
KPIs: same-day chart updates; eligibility verified within 24 hours; error rate ≤1% on critical fields.

Finance/Accounting (Confidentiality and Accuracy)

Summary: Enter invoices, payments, and journal data with strict accuracy and confidentiality, supporting AR/AP and month-end close.
Responsibilities: code invoices; match POs; enter payments; reconcile vendor/customer data; flag discrepancies; maintain audit trails; meet close deadlines.
Requirements: 10-key speed 9,000+ KPH; Excel proficiency (lookups, pivots helpful); basic GAAP understanding; prior AP/AR data entry preferred.
Tools: QuickBooks, NetSuite, SAP, Oracle, OCR for invoices, expense systems (Concur/Expensify), secure file transfer.
KPIs: same-day invoice entry; 99.5% accuracy on amounts/dates; close tasks completed by cutoffs.

E-commerce/Logistics (SKU, Order, and Inventory Systems)

Summary: Maintain product, order, and inventory data across e-commerce, WMS, and shipping platforms to ensure on-time fulfillment and accurate stock.
Responsibilities: create/update SKUs; enter orders/returns; reconcile inventory counts; resolve address and carrier exceptions; update tracking.
Requirements: 50+ WPM; detail-oriented; experience with Shopify/Magento, WMS/TMS (ShipStation, NetSuite WMS), and CSV imports.
Tools: storefront CMS, marketplaces (Amazon/eBay), WMS/TMS, label systems, spreadsheets (bulk edits).
KPIs: same-day order entry cutoffs; 99% address/SKU accuracy; backorder updates within 24 hours.

Hiring Decision Guide: In-House vs Outsourced (BPO), Full-Time vs Temp

To choose the right model fast, weigh volume, sensitivity, and budget against coverage needs. Pick the model that fits volume, security, and budget.

In-house offers control and easier collaboration; BPOs offer scalability and extended coverage. Full-time provides stability and institutional knowledge; temp/contract adds flexibility for peaks.

Choose in-house when data sensitivity is high (PHI/PCI), workflows are complex or bespoke, or continuous cross-team collaboration is needed.
Consider BPO when volumes are bursty, SLAs require 24/7 coverage, or costs must scale down quickly; onshore BPOs help with compliance, while offshore can reduce unit cost.
Typical costs vary widely by region and complexity; offshore BPO rates may start in the low single digits per hour, while onshore can mirror or exceed local wages.
Temp/contract works for seasonal spikes (enrollment, inventory, tax season); convert high performers to FTE to retain knowledge.

Screening and Evaluation

To keep hiring consistent and fair, define your funnel and thresholds up front. Use a simple funnel that mirrors the work and documents results.

1) Resume screen

2) Typing/10-key + accuracy test

3) Sample data task

4) Structured interview

Typing and Accuracy Tests (Thresholds and Tools)

Administer a 3–5 minute typing test (target 50–60+ WPM) and a 10-key test (target 8,000–10,000 KPH) with ≥98–99% accuracy.
Add an alphanumeric data entry test with built-in validation (e.g., addresses, invoice fields) to mirror actual work.
Use reputable tools or in-house tasks: TestGorilla/Indeed Assessments, Criteria’s typing/ten-key, or a Google Form + spreadsheet validation for a custom sample.
Provide clear pass marks and one retake; document results for consistency and auditability.

Structured Interview Questions by Competency

Accuracy and detail: “Describe how you catch and correct your own mistakes in repetitive work.”
Throughput and time management: “How do you balance speed with accuracy when queues spike?”
Tools: “Walk me through how you’ve used Excel filters, validation, or lookups in past roles.”
Confidentiality: “Share an example of handling sensitive information and the safeguards you used.”
Process improvement: “Tell us about a change you made that reduced rework or improved speed.”
Remote security: “What steps do you take to keep data secure when working from home?”
Collaboration: “How do you escalate discrepancies when source data conflicts?”
Resilience: “Data entry can be repetitive—how do you stay focused across long sessions?”

How to Write an Inclusive, ATS-Friendly Data Entry Job Description

1) Start with a clear title (“Data Entry Clerk” or “Data Entry Specialist”), a concise summary, and your business impact.

2) List 6–10 responsibilities and 6–10 requirements; separate must-haves (e.g., 50+ WPM, accuracy ≥98%) from nice-to-haves.

3) Add KPIs (accuracy, throughput, turnaround) and a pay range to support transparency and match laws in CA, CO, NY, WA, and other jurisdictions.

4) Name only the tools you truly use; include trainables as preferred to widen the pool.

5) Use inclusive language, an EEO statement, and an accommodation invitation; avoid age-coded or gendered terms.

6) Insert remote/onsite specifics (VPN/VDI, equipment, shifts) so candidates self-select correctly.

7) Include a brief screening process: “Typing/10-key test + short data task + structured interview.”

FAQs

What does a Data Entry Clerk do daily? Enter, update, and validate data from source documents into systems, resolve discrepancies, and meet daily volume and accuracy targets.
How many WPM and KPH should I require? Entry-level: 45–55 WPM; high-volume: 60–80 WPM. Ten-key: 8,000–10,000 KPH, with ≥98–99.5% accuracy.
What is an acceptable error rate? Aim for ≥99.0% accuracy for standard work and ≥99.5% for critical fields; measure via field-level audits and weekly samples.
How do I express accuracy standards? “Maintain ≥99.0% field-level accuracy with weekly QA sampling of 5–10% of records.”
Data entry KPH vs WPM—how do they relate? Approximation: KPH ≈ WPM × 5 × 60, but test both because numeric/alphanumeric content differs.
What should a remote data entry job description include for security? VPN/VDI with MFA, company-managed devices, no local storage, approved file transfer, device posture checks, and a private workspace.
What compliance statements belong beyond HIPAA? Reference GDPR/CCPA for personal data and PCI DSS for payment data as applicable to your business.
Which tools should I list by industry? Healthcare: EHRs (Epic/Cerner). Finance: QuickBooks/NetSuite/SAP + invoice OCR. E-commerce: Shopify/Magento, WMS/TMS (ShipStation), marketplaces (Amazon).
When should I outsource to a BPO? When volume is bursty, 24/7 coverage is needed, or unit cost must scale; keep in-house for sensitive or complex workflows.
How do pay transparency laws affect my posting? Include a bona fide range tied to location and level; document your methodology and list differentials/benefits where required.
What screening thresholds work best? Typing 50–60+ WPM, 10-key 8,000–10,000 KPH, accuracy ≥98–99.5%, and a short, job-relevant data task.
How do responsibilities differ by title? Clerks handle standardized entry; Specialists add complex reconciliation/QA; Operators focus on high-volume keying or specialized devices.
Which KPIs should I include? Accuracy %, volume per day or KPH, turnaround SLAs, and QA sampling with corrective triggers.
What scheduling details should I list? Shift windows, night/weekend differentials, overtime policy, micro-breaks, equipment, and peak-period expectations.

Downloadable Templates

Copy these versions into your Google Doc or Word file, then swap in your company name, location, salary range, tools, and KPIs.

General Data Entry Job Description (onsite or hybrid)
Remote Data Entry Job Description (with VPN/VDI and device policies)
Medical/Healthcare Data Entry Job Description (HIPAA-focused)
Entry-Level Data Entry Clerk Job Description (trainable, lower thresholds)

Note on salary data: Use current, local sources to set ranges. As of 2024–2025, BLS reports a national median hourly wage in the mid–$17 to $18 range for Data Entry Keyers; market aggregators show higher ranges in large metros. Adjust for geography, industry, shift, and experience, and keep documentation for compliance.