How to hire a data entry operator

How to hire a data entry operator, step by step

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

What does a data entry operator do?

Post a data entry operator job for free, promote it for a fee

Post free

1. Identify your hiring needs

   Before you post your data entry operator job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find a data entry operator for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

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

   Yes

   No

   A data entry operator's background is also an important factor in determining whether they'll be a good fit for the position. For example, data entry operators 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.

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

   Type of Data Entry Operator	Description	Hourly rate
   Data Entry Operator		$11-19
   Clerk	Clerks 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 Services Clerk	An office services clerk is a professional employee who performs a multitude of administrative tasks as well as office maintenance duties of an organization. Office services clerks are required to maintain an inventory of office supplies as well as purchase and distribute office supplies to all employees when needed... Show more	$11-16

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry Equipment
   • Customer Service
   • Computer Database
   • Computer System
   • Office Equipment
   • WPM
   • Word Processing
   • Payroll
   • PowerPoint
   • Detect Errors
   • Source Data
   • Quality Standards
   • Numeric Data
   • Computer Programs

   Check all skills

   Responsibilities:

   • Provide support for UNIX, NT and mainframe systems.
   • Cleanse the sales force data and customer complaint reports using Java.
   • Write basic Unix shell scripts and commands as part of the daily activity.
   • Proofread output generate for completeness, print quality, spelling, punctuation, and format.
   • Enter data from source documents into computer using keyboard at a typing speed of 50 wpm.
   • Interact with DBA to discuss database design and modeling, index creations and SQL tuning issues.

   More data entry operator duties

3. Make a budget

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

   • Location. For example, data entry operators' average salary in new mexico is 42% less than in district of columbia.
   • Seniority. Entry-level data entry operators earn 40% less than senior-level data entry operators.
   • Certifications. A data entry operator 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 operator's salary.

   Average data entry operator salary

   $15.04hourly

   $31,286 yearly

   ---

   Entry-level data entry operator salary

   $24,000 yearly salary

   Updated December 15, 2025

   Average data entry operator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Washington	$37,569	$18
   2	District of Columbia	$37,469	$18
   3	Massachusetts	$34,693	$17
   4	California	$34,332	$17
   5	New Hampshire	$34,303	$16
   6	Oregon	$33,985	$16
   7	Wisconsin	$32,358	$16
   8	Illinois	$32,242	$16
   9	Minnesota	$31,871	$15
   10	Colorado	$31,808	$15
   11	Ohio	$30,877	$15
   12	New York	$30,744	$15
   13	Maryland	$30,201	$15
   14	Nebraska	$30,020	$14
   15	Texas	$28,948	$14
   16	Arizona	$28,320	$14
   17	Delaware	$27,613	$13
   18	Georgia	$27,525	$13
   19	Indiana	$27,481	$13
   20	Alabama	$27,031	$13

   Average data entry operator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Intelliswift	$50,213	$24.14	4
   2	Sanmina	$44,946	$21.61	28
   3	Softpath System	$42,685	$20.52
   4	PROLIM	$42,158	$20.27
   5	Crown Holdings	$40,243	$19.35	3
   6	Abbott	$39,677	$19.08	19
   7	Ingredion	$39,478	$18.98	7
   8	Keymark	$39,018	$18.76	1
   9	University of Wisconsin System	$38,738	$18.62	2
   10	Natera	$38,651	$18.58	2
   11	BCforward	$38,483	$18.50	22
   12	UPS	$38,477	$18.50	5
   13	University of Washington	$38,347	$18.44	4
   14	Unm Medical Group, Inc.	$38,128	$18.33	2
   15	HUB International	$37,506	$18.03	3
   16	Conagra Brands	$35,915	$17.27	5
   17	Wellpoint Insurance Services, Inc.	$35,174	$16.91	1
   18	Ampcus	$34,898	$16.78
   19	Klein Tools	$34,838	$16.75
   20	Globe Life	$34,832	$16.75	1

4. Writing a data entry operator job description

   A good data entry operator job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of a data entry operator job description:

   Data entry operator job description example

   As a Data Entry Operator II on our "Surge" team, you will directly affect Veterans' ability to access their hard-earned benefits by completing necessary tasks that digitize critical documents required for pension, disability, and other benefits approval and disbursement. There's no job too small when it affects our nation's veterans.
   Starting wage of up to $20.32 per hour (hourly wage, including fringe benefits).
   
   Scheduled Hours:
   
   Monday-Friday: 12pm-8:30pm
   Saturdays: Scheduled based on production need.
   
   Training hours:
   
   Onsite Monday-Friday: 7:30am-11:30am until government clearance and access is obtained to work remotely.
   First day/training would begin on Friday, October 21st.
   
   Purpose: The Data Entry Operator II operates a computer to transcribe data into a format suitable for computer processing. This position requires the application of experience and judgment in selecting procedures to be followed, and searching for interpreting, selecting, or coding items to be entered from a variety of document sources.
   
   *This is a work from home position. You must reside within 75 miles of Janesville, WI or Clinton, IA*
   
   Essential Duties and Responsibilities:
   
   Logs into a computer and accesses work queues to review computer images of documents and code documents using an established list of codes. Verify, if required, whether previously extracted information is correct and make corrections to previously extracted information as needed. Adjust orientation or lighting of documents. Reference work instructions as needed. Required to attend mandatory meetings and trainings, work scheduled overtime with minimal notice, and perform other duties as assigned per business needs.
   
   Qualification Requirements:
   
   To perform the job successfully, an individual should demonstrate the following:
   
   Must be at least 18 years of age. Able to read, write and speak English. Able to maintain confidential information. Successfully pass and maintain acceptable background checks and security clearances. Basic computer knowledge. Able to type 8,000 keystrokes per hour.
   
   Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
   
   The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

   Copy this example

   

5. Post your job

   There are a few common ways to find data entry operators 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 operator job on Zippia to find and recruit data entry operator candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit data entry operators, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   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 operator

   Once you've selected the best data entry operator candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing 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.

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

   Sign up

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