Post job

How to hire a data entry assistant

Data entry assistant hiring summary. Here are some key points about hiring data entry assistants in the United States:

  • In the United States, the median cost per hire a data entry assistant is $1,633.
  • It takes between 36 and 42 days to fill the average role in the US.
  • Human Resources use 15% of their expenses on recruitment on average.
  • On average, it takes around 12 weeks for a new data entry assistant to become settled and show total productivity levels at work.

How to hire a data entry assistant, step by step

To hire a data entry assistant, you should clearly understand the skills and experience you are looking for in a candidate, and allocate a budget for the position. You will also need to post and promote the job opening to reach potential candidates. Here's a step-by-step guide on how to hire a data entry assistant:

Here's a step-by-step data entry assistant 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 entry assistant job description
  • Step 5: Post your job
  • Step 6: Interview candidates
  • Step 7: Send a job offer and onboard your new data entry assistant
  • Step 8: Go through the hiring process checklist

What does a data entry assistant do?

A data entry assistant is responsible for performing data entry procedures, updating customer information, as well as logging business transactions on the company's database accurately and efficiently. Data entry assistants compile and sort documents, escalating incomplete information for verification, and following the business' procedures on disposing and eliminating unnecessary data. They also provide administrative and clerical support on office operations, including assisting visitors on their needs or directing them to the appropriate personnel for their concerns. A data entry assistant maintains a safe and secured database and immediately call for support in case of unauthorized access and system inconsistencies.

Learn more about the specifics of what a data entry assistant does
jobs
Post a data entry assistant job for free, promote it for a fee
  1. Identify your hiring needs

    The data entry assistant 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?

    You should also consider the ideal background you'd like them a data entry assistant to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a data entry assistant that fits the bill.

    This list shows salaries for various types of data entry assistants.

    Type of Data Entry AssistantDescriptionHourly rate
    Data Entry Assistant$12-19
    ClerkClerks are responsible for many of the general administrative tasks in the office. They are in charge of manning office telephone lines, managing incoming and outgoing mails, filing paperwork and other needed records, scheduling and documenting meetings, typing out documents when needed, disseminating memos and other official announcements, and keeping an inventory of office equipment and supplies... Show more$11-18
    Office ClerkOffice clerks are administrative employees who handle clerical activities for the organization. They are in charge of managing company records, organizing and storing documents, filing and sorting hard copies of documents, and liaising with other departments or external partners... Show more$12-18
  2. Create an ideal candidate profile

    Common skills:
    • Company Database
    • Re-Enter Data
    • Computer System
    • HR
    • Payroll
    • Office Equipment
    • Purchase Orders
    • Order Entry
    • Word Processing
    • Computer Programs
    • Centrifuges
    • Travel Arrangements
    • Front Desk
    • QuickBooks
    Check all skills
    Responsibilities:
    • Manage client s files and communicate confidential information to approve agencies and caregivers according to HIPAA regulations.
    • Design PowerPoint presentation for lobby and update as needed.
    • Prepare written materials for supervisor s use including spreadsheets, PowerPoint presentations, and reports.
    • Conduct customer and billing data entry for invoice and payment processing using QuickBooks financial management & account software.
    • Patrol outer perimeter to prevent and detect signs of intrusion and ensure security of doors, windows and gates.
    • Record monthly financial transactions in QuickBooks.
    More data entry assistant duties
  3. Make a budget

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

    • Location. For example, data entry assistants' average salary in new mexico is 44% less than in alaska.
    • Seniority. Entry-level data entry assistants 33% less than senior-level data entry assistants.
    • Certifications. A data entry assistant 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 entry assistant's salary.

    Average data entry assistant salary

    $15.99hourly

    $33,251 yearly

    Entry-level data entry assistant salary
    $27,000 yearly salary
    Updated December 18, 2025

    Average data entry assistant salary by state

    RankStateAvg. salaryHourly rate
    1Oregon$38,173$18
    2California$38,045$18
    3Illinois$37,831$18
    4Minnesota$36,200$17
    5Indiana$35,441$17
    6Arizona$35,438$17
    7Ohio$35,225$17
    8Washington$35,061$17
    9Pennsylvania$35,037$17
    10Texas$34,515$17
    11Tennessee$34,279$16
    12Florida$33,719$16
    13Wyoming$33,285$16
    14Georgia$33,221$16
    15New York$30,784$15
    16South Carolina$30,441$15
    17Delaware$29,665$14
    18Alabama$29,122$14
    19Kansas$27,565$13
    20New Hampshire$27,405$13

    Average data entry assistant salary by company

    RankCompanyAverage salaryHourly rateJob openings
    1ALDI USA$38,979$18.74
    2PROLIM$38,874$18.69
    3The Rockefeller University$38,272$18.40
    4The University of Kansas Health System$36,809$17.7011
    5International Rescue Committee$36,486$17.54
    6Sonic Healthcare USA$36,057$17.344
    7Dealers's LP Equipment Co$35,799$17.21
    8HUB International$35,752$17.1912
    9Medpace$35,201$16.921
    10QPS$35,069$16.86
    11UPS$35,004$16.834
    12Sepax Technologies$34,994$16.82
    13Dayton Freight$34,915$16.796
    14Celerion$34,868$16.761
    15C M T Partners$34,842$16.75
    16Expeditors$34,810$16.741
    17Way Engineering$34,792$16.73
    18Pride St. Louis Inc.$34,747$16.71
    19The Cooper Companies$34,354$16.524
    20Great West Casualty Company$34,049$16.37
  4. Writing a data entry assistant job description

    A data entry assistant job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of a data entry assistant job description:

    Data entry assistant job description example

    $19-$21/hr plus overtime!

    Our corporate headquarters in Des Plaines, IL is expanding, and we have an immediate opening for TWO Data Entry/Entry Level Supply Chain Assistant. Our employees are highly compensated for their loyalty, hard work and professionalism as they are top notch in the industry. We expect no less from any interested candidates as we are forecasting major growth the next year and are looking for “the best” to join our team. If you are looking to get your foot in the door with a quickly growing logistics company, this is the opportunity for you.

    As this department is often times the first point of contact with many of our clients, delivering exceptional support is vital in upholding the positive image our customers have of our company.

    Your responsibilities include (but are not limited to):

    • Supporting our current customer base by answering customer’s email inquiries concerning their shipments
    • Tracking shipments from multiple points of origin to final destinations
    • Adhering to procedures and productivity standards
    • Maintaining and building rapport through constant correspondence with customers, vendors, carriers, and other offices through telephone/e-mail
    • Receiving and updating shipment information including pre-alerts and issuing documents.
    • Troubleshooting, resolving, and documenting problems and services issues and maintaining operational systems
    • Providing support to fellow associates, supervisors and department managers as necessary

    Qualifications Desired:

    • Problem solving and analytical abilities to identify and solve problems that may or may not be resolved by standardized procedures
    • Proficiency with computer applications such as Microsoft Office Suite
    • Excellent verbal and communication skills
    • Thorough understanding of ocean shipment documentation procedures
    • Previous telephone and customers services skills
    • Willingness to continue self-development through ongoing training
  5. Post your job

    To find data entry assistants for your business, try out a few different recruiting strategies:

    • Consider internal talent. One of the most important talent pools for any company is its current employees.
    • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any data entry assistants they would recommend.
    • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level data entry assistants with the right educational background.
    • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.
    Post your job online:
    • Post your data entry assistant job on Zippia to find and recruit data entry assistant candidates who meet your exact specifications.
    • Use field-specific websites.
    • Post a job on free websites.
  6. Interview candidates

    Your first interview with data entry assistant candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

    It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to 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 entry assistant

    Once you've found the data entry assistant candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

    It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

    Once that's done, you can draft an onboarding schedule for the new data entry assistant. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

  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.)
    Sign up to download full list

How much does it cost to hire a data entry assistant?

Hiring a data entry assistant comes with both the one-time cost per hire and ongoing costs. The cost of recruiting data entry assistants involves promoting the job and spending time conducting interviews. Ongoing costs include employee salary, training, benefits, insurance, and equipment. It is essential to consider the cost of data entry assistant recruiting as well the ongoing costs of maintaining the new employee.

Data entry assistants earn a median yearly salary is $33,251 a year in the US. However, if you're looking to find data entry assistants for hire on a contract or per-project basis, hourly rates typically range between $12 and $19.

Find better data entry assistants in less time
Post a job on Zippia and hire the best from over 7 million monthly job seekers.

Hiring data entry assistants FAQs

Search for data entry assistant jobs

Ready to start hiring?

Browse office and administrative jobs