Data Entry Operator Job Description, Key Duties and Responsibilities

By | October 1, 2023
Data Entry Operator Job Description
Data entry operators are responsible for entering data correctly, accurately, and in a timely manner into an electronic database.

This post provides detailed information on the data entry operator job description, including the key duties, tasks, and responsibilities they commonly perform.

It also highlights the major requirements that you may be asked to meet to be hired for the data entry operator role.

What Does a Data Entry Operator Do?

A data entry operator is responsible for transcribing the company’s records and publications into electronic format. This can include reports, news releases, meeting minutes, and transcripts from training courses.

The operator will then enter this data from these records into an electronic database.

The database can be any kind of computer system, such as a network or local server, but usually it is a personal computer.

The data entry operator job description involves entering relevant information, including time and dates obtained from calendars.

It also entails recording the material coming into the organization through e-mail or postal mail, as well as other incoming material by scanning hard copies into electronic format using a scanner, or by capturing data directly from keyboards with their fingers in what is known as touch typing.

The operator processes data efficiently, accurately and quickly.

In order to ensure the integrity of the data, the data entry operator will verify data accuracy and format with published sources, such as government publications or company publications.

Correct entries must then be verified by other staff in addition to the operator before they are sent out to the public.

Data entry operators maintain records of incoming and outgoing mail that are received from other companies or external agencies.

They keep all documentation regarding employees and their files who have been terminated by their employers for any reason, including their personal information such as education levels, performance reports, etc..

Data entry operators examine the material to ensure that it is complete, has no gaps, and is relevant.

They will then store the data in an accessible place for retrieval by other staff members.

Advising management or other staff if there are discrepancies or problems with any of the documentation, so that they can immediately be addressed, is one of their tasks.

The data entry operator work description entails making sure that all data is stored in a reliable, secure, and accessible format.

It also involves ensuring that all official documents are filed in an efficient and orderly fashion within the appropriate location.

Monitoring regularly incoming and outgoing mail so as to ensure that they are functioning properly, and that no problem arises, is one of their duties.

The data entry operator knows when to call senior management to report any problem or error in the documentation, or to discuss any special concerns with them.

They use various tools, such as word processing software, spreadsheets, databases, etc. for data entry work; so they must understand how these programs work.

This will enable them to enter data correctly, accurately, and in a timely manner.

The operator works with PC based software applications and other peripheral devices, such as printers and scanners.

Data Entry Operator Job Description Sample/Example/Template

The data entry operator job description consists of the following duties, tasks, and responsibilities:

  • Transcribes and enters data into the computer system
  • Types information from various handwritten, typed, or other printed materials into the computer
  • Reviews copy for accuracy, format, and spelling
  • Confirms data in tables and lists with persons who prepared the material
  • Records and maintains hard copy and electronic files
  • Types correspondence and reports
  • Makes and provides backup copies of computer data
  • Corrects word processing, typesetting, desktop publishing, and graphics program output for accuracy
  • Verifies computer runs on personal computers are functioning properly
  • Operates office equipment, such as facsimile machine, calculator, rubber stamp machine or label maker to address envelopes or labels or to run off forms from computer printouts
  • Works in well-lighted, clean, pleasantly-ventilated areas with plenty of natural light
  • Assigns tasks to other workers or subordinates for completion and may train new employees to carry out the work
  • Requests new equipment or services from outside firms, vendors or departments within organization
  • Demonstrates good judgment in handling confidential information and in keeping records secure
  • Prepares necessary documents such as reports, budgets, letters, and memos
  • Makes necessary telephone calls to verify names and addresses on documents which are submitted for signatures by customers or clients.

Data Entry Operator Job Description for Resume

If you have worked before as a data entry operator or are presently working in that role and are making a new resume or CV, then you can create an impressive Professional Experience section for your resume by applying the data entry operator job description example provided above.

You can highlight the duties and responsibilities you have carried out or are currently performing as a data entry operator in your resume’s Professional Experience by utilizing the ones in the above data entry operator job description template.

This will show that you have been successful performing the data entry operator duties, which can greatly boost your chances of being hired for the new job that you are seeking, especially if it requires someone with some data entry operator work experience.

Data Entry Operator Requirements: Skills, Knowledge, and Abilities for Career Success

If you are seeking the job of a data entry operator, then here are important requirements you may be expected to fulfill to be hired:

  • Minimum education of at least junior high school or equivalent
  • 1-2 years of work experience
  • Minimum computer literacy
  • Typing speed of up to 18 words per minute
  • Available time during working hours of 20-40 hours a week on average
  • Available working days and hours in week(s) of work and on the job(s): thirty (30) hours a week on average; twenty (20) days a month on average, nine (9) months a year
  • Drug free; ability to pass drug screening test in accordance with Department of Transportation regulations, U.S. Coast Guard, U.S. Customs requirements
  • Ability to pass pre-employment physical examination
  • Ability to recognize English characters accurately and ability to maintain accuracy in transcription of data
  • Must have good interpersonal skills and the ability to communicate effectively in a confidential setting.

Data Entry Operator Salary

According to Glassdoor, the national average compensation for a data entry operator in the United States is $32,411 per year.


Almost all companies use data entry operators, who are usually also called keyboard operators or data entry assistants.

The job of a data entry operator is to enter the incoming and outgoing documents and information into the computer, do other administrative and clerical tasks, and help out with customer service.

This post is helpful to individuals interested in the data entry operator career. They will learn all they need to know about the data entry operator duties and responsibilities to decide if that’s the job they want to do.

It is also beneficial to recruiters/employers in making a detailed job description for the data entry operator position in their organization, for use in hiring the best candidates for the role.