How to hire a data entry clerk

How to hire a data entry clerk, step by step

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

What does a data entry clerk do?

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1. Identify your hiring needs

   First, determine the employments status of the data entry clerk you need to hire. Certain data entry clerk roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

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

   Yes

   No

   Hiring the perfect data entry clerk also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   The following list breaks down different types of data entry clerks and their corresponding salaries.

   Type of Data Entry Clerk	Description	Hourly rate
   Data Entry Clerk		$12-18
   Clerk Typist	A clerk typist is responsible for data entry procedures and document transcriptions, alongside other clerical and administrative duties as required by the employer. Clerk typists create reports and presentation materials, transcribe audio meetings, write business drafts, and send documents to appropriate office personnel or clients... Show more	$12-18
   General Office Clerk	A general office clerk is responsible for performing various clerical duties to support business functions and ensure smooth daily operations. General office clerks respond to clients' inquiries and concerns, welcoming guests, and assisting in disseminating information across the organization... Show more	$11-18

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Customer Service
   • Computer Database
   • Computer System
   • Word Processing
   • WPM
   • Office Equipment
   • Payroll
   • Account Data
   • Source Data
   • Data Base Backups
   • Detect Errors
   • Computer Entry
   • PowerPoint

   Check all skills

   Responsibilities:

   • Prepare, maintain and manage PowerPoint presentations.
   • Enter contractual data into AS400 computer terminal, implementing alphanumeric and 10-key data entry.
   • Work in multiple windows to process information.
   • Create a backup copy for one specific table on the SQL database.
   • Process radiology reports into MDIV program while meeting department month- end billing cycle.
   • Establish the ability to type approximately 58 wpm and type 10 key by touch.

   More data entry clerk duties

3. Make a budget

   Including a salary range in your data entry clerk job description is a great way to entice the best and brightest candidates. A data entry clerk salary can vary based on several factors:

   • Location. For example, data entry clerks' average salary in arkansas is 34% less than in district of columbia.
   • Seniority. Entry-level data entry clerks earn 34% less than senior-level data entry clerks.
   • Certifications. A data entry clerk with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a data entry clerk's salary.

   Average data entry clerk salary

   $15.18hourly

   $31,582 yearly

   ---

   Entry-level data entry clerk salary

   $25,000 yearly salary

   Updated December 20, 2025

   Average data entry clerk salary by state

   Rank	State	Avg. salary	Hourly rate
   1	District of Columbia	$38,375	$18
   2	Washington	$37,683	$18
   3	Massachusetts	$34,718	$17
   4	California	$34,549	$17
   5	Oregon	$33,777	$16
   6	New York	$33,298	$16
   7	Illinois	$33,280	$16
   8	Colorado	$32,171	$15
   9	Utah	$31,873	$15
   10	Arizona	$31,334	$15
   11	Maine	$31,333	$15
   12	Minnesota	$31,332	$15
   13	Texas	$29,751	$14
   14	Ohio	$29,622	$14
   15	Georgia	$29,544	$14
   16	Pennsylvania	$29,465	$14
   17	Maryland	$29,364	$14
   18	Iowa	$29,062	$14
   19	Tennessee	$28,834	$14
   20	Indiana	$28,059	$13

   Average data entry clerk salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	General Dynamics Mission Systems	$39,082	$18.79
   2	United States Courts	$38,007	$18.27	64
   3	Internal Revenue Service	$37,471	$18.01
   4	Student Conservation Association	$36,895	$17.74	2
   5	IDP	$36,537	$17.57
   6	Beacon Hill Staffing Group	$35,172	$16.91
   7	Lincoln County High School	$35,088	$16.87
   8	MVP Group Int	$35,035	$16.84
   9	Stantec	$34,967	$16.81	3
   10	Baillie Lumber Co.	$34,680	$16.67
   11	Navistar	$34,501	$16.59	1
   12	Borden Dairy Company	$34,456	$16.57	2
   13	Stryker	$34,327	$16.50	6
   14	Sherpa	$34,242	$16.46	3
   15	BNY Mellon	$34,234	$16.46	10
   16	Fidelity National Information Solutions	$34,229	$16.46	3
   17	Tesla	$33,871	$16.28	12
   18	McLane	$33,797	$16.25	14
   19	Lippert Components	$33,694	$16.20	1
   20	Dayton Freight	$33,666	$16.19	6

4. Writing a data entry clerk job description

   A data entry clerk 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. Below, you can find an example of a data entry clerk job description:

   Data entry clerk job description example

   Work with our technology-driven solutions for property assessment and tax software and mass appraisal services. From data collection to computer-assisted mass appraisal to tax billing and collections, you can help develop property and recording solutions for the public sector.
   Columbus, Ohio
   
   Travel
   0-5%
   
   Responsibilities
   Perform data entry on appraisal projects. Input specific information into appropriate property records within the appraisal software system. Transfer hand-drawn sketches from field documents to computer systems. Prepares office correspondence, mailings, and other administrative requests as needed. Compute lot values and areas either manually or within the appraisal project software. Ensure computer sketch dimensions are consistent with field documents and inform field staff of any discrepancies. Ensure field cards are associated with appropriate maps before distribution to field staff. Prep cards, sketching tools, directions, and other necessary items for field staff. Answer phone calls from calls from property owners to discuss the reassessment process. May include scheduling appointments for meetings with appraisers. File maps and property cards in appropriate sequence and location. Verify the accuracy and perform quality control checks for individual and peer data entry work as instructed. Maintain personal production records and submits to management. Occasionally assist supervisors with completing production logs. Professionally represent the company to property owners and other members of the public, directing those with questions to appropriate resources.
   
   Qualifications
   High school diploma or equivalent. Keen attention to detail, basic mathematics/geometry skills, and strong organizational skills. Strong organizational skills with the ability to handle administrative tasks and data entry effectively. Solid PC skills, including basic knowledge of MS-Word and Excel, or their equivalents. Prior data entry experience preferred. Previous experience with appraisal software systems is a plus. Ability to communicate effectively. Strong interpersonal skills including the ability to build and maintain trusting relationships This is not a remote position.
   
   Taking Care of You & Your Family
   Your health and well-being are important to us. That's why we invest in our team members by offering competitive benefits to support their health and financial wellness. .

   Copy this example

   

5. Post your job

   There are a few common ways to find data entry clerks for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your data entry clerk job on Zippia to find and recruit data entry clerk candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit data entry clerks, 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.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   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 clerk

   Once you've decided on a perfect data entry clerk candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   Once that's done, you can draft an onboarding schedule for the new data entry clerk. 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.)

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