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How to Become a Call Center Data Entry Specialist

In today’s fast-moving world, accurate, updated data has never been more critical for companies of all sizes. A Data Entry Specialist plays a crucial role in data-driven businesses, assuring that all data is entered accurately, thoroughly, and on time.

The Data Entry Specialist role is one for motivated people with excellent computer and typing skills, an eye for detail, and the ability to manage their time well with minimal supervision.

As a Data Entry Specialist, you’re a valuable “behind the scenes” member of the team, reviewing and fact-checking information, fixing errors when found, and maintaining documentation or logs of the work you do. Now more than ever, a company’s data helps to drive the decisions it makes and illuminates its understanding of its market and customers. Your role as a Data Entry Specialist is central to that process.

Sample job description

We are looking for a motivated and professional call center data entry specialist to join our team at [Your Company Name]. This position will be full-time and long-term. Previous experience is not required. The candidate must have an above-average typing speed and good knowledge of computer software, accounting, and data input software. You are expected to ensure that data is recorded accurately and on time to keep the call center on track. This position requires the ideal candidate to compile, review, and locate and repair data errors. If this position sounds like a great fit for you, please apply and join [Your Company Name] as our call center data entry specialist!

Typical duties and responsibilities

  • Compile, sort, and verify the accuracy of data before it is entered
  • Locate and correct data entry errors, or report them to supervisor
  • Compare data with source documents, or re-enter data in verification format to detect errors
  • Review, fact-check, and process invoices for payout
  • Index invoices and file them in the appropriate places
  • Maintain logs of activities and completed work
  • Read source documents such as canceled checks, sales reports, or bills
  • Enter data in specific data fields or onto tapes or disks for subsequent entry, using keyboards or scanners

Education and experience

  • This position requires a high school diploma or GED.

Required skills and qualifications

  • Excellent computer skills including typing
  • Proficient in Microsoft Office
  • Excellent time management and attention to detail
  • Ability to complete tasks with little to no supervision

Preferred qualifications

  • 3 years of customer service or sales experience
  • Bilingual
  • Data entry experience

Typical work environment

Call center data entry specialists are required to record, review, and compile data in a call center. This means the position will be heavily data-focused, and will thus require a good understanding of the relevant computer, accounting, and data input software. The specialist will be required to be a competent typist, as the position is an office position reliant on fast and accurate data entry. Oftentimes, the entry specialist will modify and record logs, compile and check documents, and locate errors in data.

Typical hours

The work hours for a Data Entry Specialist are typically 9 a.m. to 5 p.m. Monday through Friday in an office setting. However, longer or different hours can be necessary, depending on the needs and hours of an individual company.

Available certifications

Data entry specialists are not required to have any relevant certifications, but some certifications to consider that would give an edge in the position are:

  • Certified Billing and Coding Specialist (CBCS). The certified billing and coding specialist certification is a good requirement for all data entry specialist positions. This certification focuses on the proper data conversion methods used in many data entry positions.
  • CCCP – Certified Contact Center Professional. This contact center professional certification is a fantastic certification for call center specialists, including data entry specialists. This position will cover much of the relevant etiquette for call centers and contact centers.
  • CSR – Certified Service Representative. The service representative certification is relevant to this position as it assists a call center data entry specialist in their position of relevance in the call center, enabling them to have the necessary information for working in a call center.

Career path

The career path for a Data Entry Specialist entails first earning a high school diploma or GED. This path can often start as an entry-level position, but can have opportunities for advancement, based on experience and performance.

If you are thinking about becoming a Data Entry Specialist, a high school diploma, a familiarity with computers, motivation and an ability to focus are often all you need to start in the field. In addition, at times on-the-job training is available to assist in learning specific software.

In addition, Data Entry Specialists can seek to further their career through completing courses that can bolster their skills in typing, computer knowledge, legal and medical office procedures, and more.

US, Bureau of Labor Statistics’ job outlook

SOC Code: 43-9022

2020 Employment158,400
Projected Employment in 2030122,800
Projected 2020-2030 Percentage Shift 22% decrease
Projected 2020-2030 Numeric Shift35,600 decrease

With digital information being the lifeblood of virtually every industry, data entry jobs can be found at nearly every company. Data entry may not be the flashiest role, but it can be a steady one for someone with the skills and drive to excel at it. And since it is spread across many different sectors of business and the economy, jobs in data entry are often available to qualified applicants.