How to hire a data collection specialist

How to hire a data collection specialist, step by step

Here's a step-by-step data collection specialist hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a data collection specialist job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new data collection specialist
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   The data collection specialist hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A data collection specialist's background is also an important factor in determining whether they'll be a good fit for the position. For example, data collection specialists from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   The following list breaks down different types of data collection specialists and their corresponding salaries.

   Type of Data Collection Specialist	Description	Hourly rate
   Data Collection Specialist	Bill and account collectors, sometimes called collectors, try to recover payment on overdue bills. They negotiate repayment plans with debtors and help them find solutions to make paying their overdue bills easier.	$12-33
   Account Representative	Account representatives are employees who manage client accounts and act as the main contact of the clients they are handling. They maintain existing accounts by updating client details regularly... Show more	$12-24
   Bill Collector	A bill collector is responsible for reaching out to the customers to collect overdue payments, negotiate repayment plans, and update account information upon settling of payments. Bill collectors monitor the contact details of the customer, utilizing locator tools and software as required by the organization, and review contract terms to decide on credit advice or escalate the issue to a higher tier... Show more	$14-19

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Collection
   • Computer Database
   • Data Entry
   • Outbound Calls
   • Telephone Interviews
   • Authorization Forms
   • Customer Service
   • Hippa
   • Computer System
   • Research Studies
   • Research Data
   • Verbal Communication
   • Quality Standards
   • SQL

   Check all skills

   Responsibilities:

   • Manage and prepare pharmaceutical records for multiple FDA audits.
   • Enter proper diagnostic code (ICD-9), procedure codes (CPT) which patient is treated under.
   • Produce crime maps using GIS software.
   • Operate with strict adherence to data security practices in compliance with HIPPA.
   • Comply with HIPAA laws, contact doctors and hospital staff in gathering sensitive patient information.
   • Conduct medical and billing record requests, according to most recent and establish HIPAA privacy laws.

3. Make a budget

   Including a salary range in your data collection specialist job description is one of the best ways to attract top talent. A data collection specialist can vary based on:

   • Location. For example, data collection specialists' average salary in maine is 52% less than in district of columbia.
   • Seniority. Entry-level data collection specialists 61% less than senior-level data collection specialists.
   • Certifications. A data collection specialist with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a data collection specialist's salary.

   Average data collection specialist salary

   $43,904yearly

   $21.11 hourly rate

   ---

   Entry-level data collection specialist salary

   $27,000 yearly salary

   Updated December 16, 2025

4. Writing a data collection specialist job description

   A job description for a data collection specialist role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a data collection specialist job description:

   Data collection specialist job description example

   Title: Data Collection Specialist Location: Chicago IL Duration: 6 month Transit Operations is responsible for ensuring each terminal and garage has adequate staffing. To ensure that optimal service is provided to our customers, we request additional administrative support to assist management with the growing number of short and long-term absences among our non-exempt workforce. Scope to include primary focuses:
   + Multilevel professional communication between departments
   
   + The use of MS Word, PowerPoint, Excel, and various office applications.
   
   + Gather and chart data obtained from internal and external databases.
   
   + Review and clean data to present using Excel and PowerPoint.
   
   + Utilize CTA leave policies and Administrative Procedures (Client) related to leave, to determine compliance of long and short-term absences.
   
   + Monitor REED Group correspondence to determine the eligibility outcomes of leave taken and requested by non-exempt employees.
   
   + Utilize TOPS to locate and determine relevant information regarding employees.
   
   + Attend Area 605 meetings to determine employee status.
   
   DELIVERABLES:
   
   + The Data Collection Specialists will report to a bus garage or rail terminal location Monday through Friday between the hours of 0800 and 1630.
   
   + Daily hours may be extended due to short turn around requirements
   
   + Monitor and track non-exempt employee related absences at determined location.
   
   + Provide weekly reports to manager regarding the number of long- and short-term absences for a specified timeframe.
   
   + Review and print 7 Day Sick Claim forms and send to clerk for processing.
   
   + Confirm any updates in approved/denied IOD, sick, and FMLA absences.
   
   + Determine the compliance of absences taken by non-exempt employees by utilizing the CTA Leave Policy and reviewing determinations from the REED Group.
   
   + Review TOPS daily to gain pertinent information and updates regarding employee absences, when necessary.
   
   + Utilize internal and external resources to determine compliance and eligibility of non-exempt employees.
   
   + Create and update employee M100 records.
   
   + Monitor PCE forms for location and provide updates to management.
   
   + Ensure the employee's personal details, work record, and health outcomes are protected and safeguarded by not disclosing confidential content and not disclosing CTA proprietary information.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right data collection specialist for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your data collection specialist job on Zippia to find and recruit data collection specialist candidates who meet your exact specifications.
   • Use field-specific websites such as efinancialcareers, financialjobsweb.com, careerbank, financial job bank.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit data collection specialists, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new data collection specialist

   Once you have selected a candidate for the data collection specialist position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   To prepare for the new data collection specialist first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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