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Key Responsibilities and Required Skills for Data Entry Processor

💰 $ - $

OperationsDataAdministrative

🎯 Role Definition

The Data Entry Processor is responsible for accurately entering, validating, and maintaining structured and unstructured data into company systems and databases. This role ensures data integrity and consistency across CRM, ERP, financial, and operational systems, follows documented standard operating procedures (SOPs), meets productivity and accuracy SLAs, and supports reporting and analysis by delivering clean, audit-ready records. The ideal candidate balances speed with meticulous attention to detail, uses common data tools (Excel, Google Sheets, CRMs, OCR), and collaborates with cross-functional teams to resolve discrepancies and improve data workflows.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Data Entry Clerk or Data Entry Specialist
  • Administrative Assistant or Office Coordinator
  • Customer Service Representative with data responsibilities

Advancement To:

  • Data Coordinator / Data Administrator
  • Data Analyst or Reporting Analyst
  • Team Lead — Data Operations
  • Business Operations Analyst or Records Manager

Lateral Moves:

  • Quality Assurance / Data QA Specialist
  • Records Management / Document Control Specialist
  • CRM Administrator

Core Responsibilities

Primary Functions

  • Accurately input high volumes of transactional and master data (customer records, orders, invoices, inventory counts, survey responses) into internal systems and databases while meeting daily throughput and accuracy targets.
  • Validate incoming data for completeness and format compliance, applying established business rules and standardized naming conventions to ensure consistency across systems and reports.
  • Perform routine data cleansing tasks such as de-duplication, normalization, standardization of fields, and correction of common data entry errors to maintain a single source of truth.
  • Reconcile discrepancies between source documents (paper forms, emails, PDFs) and system records, escalating complex or systemic issues to supervisors or subject matter experts.
  • Execute regular quality checks and sampling audits, document error rates, and implement corrective actions to drive measurable improvements in data quality KPIs.
  • Process and index scanned documents using OCR tools and manual verification, ensuring captured data matches source documents with industry-standard accuracy.
  • Manage sensitive and confidential information in compliance with company policies and applicable regulations (GDPR, HIPAA, or other sector-specific privacy rules).
  • Apply keyboarding speed and accuracy standards (e.g., 50–80 WPM with high accuracy) to sustain productivity in fast-paced data entry environments.
  • Use spreadsheet and database tools (Excel, Google Sheets, Access) to transform, clean, and prepare datasets for downstream reporting and analysis.
  • Execute bulk data uploads and downloads via CSV imports/exports, ensuring correct field mappings, file formats, and rollback plans in case of errors.
  • Maintain and update data entry logs, tracking changes, corrections, and the rationale for edits to support auditability and traceability.
  • Follow documented SOPs and change control procedures when updating master data, reference tables, or lookup lists to avoid unintended downstream impacts.
  • Coordinate with IT and data teams to report and prioritize system issues, broken integrations, or automation failures that impede timely data processing.
  • Support month-end and custom reporting processes by preparing datasets, validating source-to-target reconciliations, and responding to ad hoc data requests from stakeholders.
  • Participate in continuous improvement initiatives by documenting common error patterns, suggesting validation rules, and testing small automation or macro-based solutions.
  • Configure and leverage CRM, ERP, or proprietary data entry interfaces to capture required fields, set validations, and reduce manual rework.
  • Assist with onboarding new vendors/customers by inputting master records, verifying contract details, and ensuring billing and contact information are accurate.
  • Track and meet SLA and KPI targets for accuracy, throughput, turnaround time, and backlog reduction; proactively communicate progress and risks to managers.
  • Prepare and deliver routine reports on data quality metrics, error trends, and throughput to operations and management teams.
  • Provide frontline support for data-related queries from sales, finance, customer service, and operations, researching and resolving issues promptly.
  • Manage version control and archival of legacy data, ensuring retention policies are followed and that archived data is retrievable for audits.
  • Train and mentor junior data entry staff on best practices, quality standards, and system navigation to uplift team performance and consistency.
  • Implement basic scripts, macros, or template-driven workflows (e.g., Excel macros) to speed repetitive tasks and reduce manual intervention while documenting changes for the team.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis.
  • Contribute to the organization's data strategy and roadmap.
  • Collaborate with business units to translate data needs into engineering requirements.
  • Participate in sprint planning and agile ceremonies within the data engineering team.
  • Assist in the testing of new data collection forms, UI changes, or integration points to ensure data capture remains accurate after deployments.
  • Document process flows, decision rules, and exception handling guides to formalize data entry procedures and reduce onboarding time.
  • Act as a point of contact for periodic audits and compliance reviews, supplying necessary extracts and evidence of data quality controls.
  • Help evaluate third-party data capture or RPA tools by participating in pilot tests and providing end-user feedback.

Required Skills & Competencies

Hard Skills (Technical)

  • High proficiency with Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, conditional formatting, data validation, basic macros/VBA) for data manipulation and reporting.
  • Comfortable with Google Workspace (Google Sheets, Forms, Drive) and collaborative document workflows.
  • Experience using CRM and ERP platforms such as Salesforce, HubSpot, NetSuite, SAP, or similar systems for daily data capture and updates.
  • Strong keyboarding speed and accuracy; proven experience meeting productivity benchmarks in high-volume environments.
  • Familiarity with data import/export processes, CSV handling, and correct mapping of fields between systems.
  • Basic understanding of database concepts and ability to run simple queries (SQL SELECT statements) or work with database extracts.
  • Experience with OCR software, document management systems, and digital scanning workflows for converting paper documents into usable data.
  • Knowledge of data quality techniques: de-duplication, normalization, standardization, and validation rule creation.
  • Exposure to automation tools (RPA/UiPath, Power Automate) or scripting for repetitive task reduction—ability to test and document automation.
  • Understanding of data privacy and security principles; experience handling PII or PHI under compliance frameworks (GDPR, HIPAA) where applicable.
  • Familiarity with ticketing and workflow systems (Jira, ServiceNow) to log and track data issues and process requests.

Soft Skills

  • Exceptional attention to detail and a commitment to delivering near-perfect accuracy in data capture and maintenance.
  • Strong time management and prioritization skills to balance volume, accuracy, and SLA commitments.
  • Clear written and verbal communication for documenting changes, explaining discrepancies, and coordinating with stakeholders.
  • Problem-solving mindset with the ability to research, triage, and close data issues independently.
  • Reliability and accountability—meets deadlines, follows process, and escalates when necessary.
  • Adaptability to changing processes, tools, and business requirements in a dynamic operations environment.
  • Team collaboration and willingness to provide constructive feedback and training to colleagues.
  • Analytical mindset to recognize patterns in data errors and recommend preventive controls.
  • Customer-service orientation when interacting with internal and external partners to resolve data-related questions.
  • Ethical handling of confidential information and adherence to company policies and regulatory requirements.

Education & Experience

Educational Background

Minimum Education:
High school diploma or equivalent (required)

Preferred Education:
Associate degree or Bachelor’s degree in Business Administration, Information Systems, Data Management, Health Information Management, or related field (preferred)

Relevant Fields of Study:

  • Business Administration
  • Information Systems / Computer Science
  • Data Management / Analytics
  • Library and Information Science
  • Health Information Management / Healthcare Administration
  • Accounting or Finance (for roles involving invoicing and billing data)

Experience Requirements

Typical Experience Range:
0–3 years of relevant data entry, data processing, or administrative experience; entry-level positions commonly accepted with strong keyboarding and accuracy records.

Preferred:
1–3+ years of experience in high-volume data entry or data processing roles, proven experience with Excel and at least one CRM/ERP platform, familiarity with data quality processes and basic SQL or scripting for data manipulation. Industry-specific experience (healthcare, finance, e-commerce, logistics) is a plus.

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