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Data Entry Clerks use keyboards or other data entry devices such as optical scanners to enter data into computers or onto disk for later entry.

JOB DUTIES 

Data Entry Clerks may:

Turn on/boot the computer and log on

Enter alphabetic, numeric, or symbolic data from source documents

Compare data entered with source documents

Re-enter data in verification format to detect errors

Delete incorrectly entered data

Compile, sort, and verify the accuracy of data to be entered

Enter commands to store/save the data in the computer

Log off and turn off the computer

Keep a record of completed work

The machines and work aids used may include:

OCCUPATIONAL SPECIALTIES

203.582-054 DATA ENTRY CLERKS may specialize in several areas according to the type of machine they use to perform their work.

In addition to learning about these specialties, you may also find it helpful to explore the following MOIScripts:

WORKING CONDITIONS AND REQUIREMENTS

Data Entry Clerks work under close supervision as part of an electronic data processing team. They work inside, generally in well lighted, air-conditioned offices with and around other Clerks.

The workrooms may be noisy, and the work is often repetitive and routine. Data Entry Clerks use their eyes constantly for close work, which may cause eyestrain. They also must sit for long periods of time.

The usual workweek for Data Entry Clerks is 40 hours. Overtime may be required during busy periods. Some Operators may work evenings or nights because many data processing departments operate two or three shifts.

Data Entry Clerks may join and then pay dues to a professional association such as The American Federation of Information Processing Societies. If a union has bargaining rights at their place of employment, Data Entry Equipment Operators may not be required to join, but they pay union dues or an equivalent fee.

You Should Prefer:

• Organized, routine work

• Repetitive tasks involving the use of machines and processes

You Should Be Able To:

• Type and work precisely and accurately

• Observe detail in written material or tables

• Concentrate on what you are doing

• Follow instructions and reason and make judgments

• Work under close supervision

• Perform the same work continuously

• Rate information that can be measured or checked

Math Problem You Should Be Able to Solve:

You are asked to make 1 1/2 pages of typed data fit onto 1 page. How will you change the margins and the font to make the information fit onto one page?

Reading Example You Should Be Able to Read and Comprehend:

You will need to be able to read and understand written work orders. For example, "input the attached inventory information onto the computer saving it on the hard drive and creating two back-up disks."

Writing Example You Should Be Able to Produce:

Prepare a record of completed work for the weeks of May 22-31.

Thinking Skill You Should Be Able to Demonstrate:

When entering data onto the computer you must think of the most efficient way to enter the data in order to save time and ensure accuracy.

EDUCATION AND PREPARATION OPPORTUNITIES

NOTE: A High School Diploma or Equivalent or a Certificate (program of up to one year of study beyond high school) or an Associate Degree (two years of study beyond high school) may qualify a person for this occupation.

The following education and preparation opportunities are helpful in preparing for occupations in the MOIScript:

***SCHOOL SUBJECTS***

0600 BUSINESS , 0700 CAREERS , 0900 COMMUNICATIONS , 1000 COMPUTERS , 2200 MATH , 3100 STUDY & WORK OPTIONS

***VOCATIONAL EDUCATION PROGRAMS***

007 BUSINESS DATA PROCESSING

Approved vocational education programs in Business Data Processing prepare students to analyze and design computerized systems for organizing information. Instruction includes writing, testing, debugging, and maintaining computer programs and the operation and maintenance of computer and data entry equipment. Courses in other business and office programs may be required for completion of this program.

010 BUSINESS SERVICES & TECHNOLOGY

Approved programs in the Business Services and Technology are a combination of programs in accounting and computing, business data processing, and secretarial programs. The "cluster" provides students with access to acquiring an employable skill for an occupation within the broad field of business and office. Courses in other business and office programs may be required for completion of this program.

High school students should consult their guidance office for more information about the specific requirements of this program at their school or area vocational education center.

***POSTSECONDARY PROGRAMS***

087 DATA ENTRY

Data Entry Programs provide opportunities to gain the knowledge and skills used to enter data into computer systems by operating various types of data entry equipment.

Programs are usually six to eight weeks long at private vocational schools and one semester to one year long at community colleges, colleges, and universities. Instruction typically includes training in new computer software programs.  

Search for a College and/or Instructional Program

***APPRENTICESHIP OPPORTUNITIES***

There are no Apprenticeships related to this MOIScript

***MILITARY TRAINING OPPORTUNITIES***

Please check the Military website at http://www.myfuture.com

COMPUTER SYSTEMS SPECIALISTS

The military uses computers to store and process data on personnel, weather, finances, and many other operations. Before any information can be processed by a computer, it must first be in a form the computer can read. Computer data entry specialists operate keyboard equipment to enter information into computers or onto tape, disk, or punch cards that the computer can read.

What They Do

Computer systems specialists in the military perform some or all of the following duties:

• Identify computer user problems and coordinate to resolve them

• Install, configure, and monitor local and wide area networks, hardware, and software

• Compile, enter, and process information

• Provide customer and network administration services, such as passwords, electronic mail accounts, security, and troubleshooting

Helpful Attributes

Helpful school subjects include typing and computer science. Helpful attributes include:

• Interest in work requiring accuracy and attention to detail

• Ability to communicate effectively

• Interest in working with computer equipment

Training Provided

Job training consists of 7 to 13 weeks of classroom. Training length varies depending on specialty. Course content typically includes:

• Use of computer consoles and peripheral equipment

• Computer systems concepts

• Planning, designing, and testing computer systems

Work Environment

Computer systems specialists usually work in offices or at computer sites on military bases or aboard ships.

Physical Demands

Computer data entry specialists may sit and key information for long periods.

Civilian Counterparts

Civilian computer systems specialists work for a wide variety of employers, such as banks, hospitals, retail firms, manufacturers, government agencies, and firms that design and test computer systems. They perform duties similar to those performed in the military. They may also be called network support technicians, computer operators or data processing technicians. Most civilian computer systems specialists require a four-year degree.

Opportunities

The services have about 14,100 computer systems specialists. On average, they need about 1,300 new computer systems specialists each year. After job training, computer systems specialists are assigned to work under the direction of experienced computer systems officers. With experience, they may become managers of computer facilities.  

E-Learning Courses and Programs  

OPPORTUNITIES FOR EXPERIENCE AND METHODS OF ENTRY

Some ways to obtain experience include summer or part-time work available in business offices. Secondary vocational education programs in business data processing and business services and technology and postsecondary programs in data entry may offer work experience.

School-to-Work opportunities include:

informal apprenticeships

mentorships

job shadowing experiences

touring a local Data Entry Clerk employer

internships

volunteer work with a Data Entry Clerk employer

community service work with an agency

Most Data Entry Clerks are hired after they complete a high school, community college, or private vocational school training program. Some employers will train good typists in the operation of data entry equipment, but most employers prefer to hire trained Clerks. Direct application to employers, taking civil service examinations, contacting school placement offices, and consulting newspaper want ads are some methods of finding available positions. In addition, you should access and search the Internet's on-line employment services sites such as:

Michigan Talent Bank

Michigan Jobs & Career Portal

Classifieds Employment

Yahoo! Careers

MONSTER.COM

You should also enter an electronic resume on these on-line services.

EARNINGS AND ADVANCEMENT

Earnings in this occupation vary by employer, individual experience, and seniority.

Nationally, the median annual salary of all Data Entry Clerks in 1998 was $21,736. Inexperienced Clerks with the federal government in 1999 earned $15,023 per year. Lead Data Entry Clerks with several years of experience earned $26,762 yearly. The salaries of these federal government workers may be higher in some urban areas.

In the Detroit and Flint areas, Data Entry Clerks working for private industry had an average annual salary of $19,300 in 1998. In the Ann Arbor and Grand Rapids areas, Data Entry Clerks earned:

Data Entry Clerks employed by local governmental agencies in Michigan earned (early 1999):

Data Coding Operators employed by the State of Michigan earned between $23,754 and $34,362 in 2000. Some Data Entry Clerks also receive cost-of-living allowances or annual bonuses.

Many Data Entry Clerks receive paid vacation, holidays, and sick leave; retirement plans; and life, accident, disability, and hospitalization insurance. Other benefits may include dental and vision care plans plus full or partial reimbursement for educational expenses. Some employers may offer stock purchase/savings plans for salaried employees.

Opportunities for advancement are limited. Some Data Entry Clerks are promoted to supervisory positions after several years on the job. With additional training and/or education, they may become computer operators or programmers.

EMPLOYMENT AND OUTLOOK

Nationally, about 435,600 Data Entry Clerks were employed in 1996. Employment of Data Entry Clerks is expected to grow more slowly than the average for all occupations through the year 2006. About 1.3% of them were self-employed. The industry distribution for Data Entry Clerks looked like this:

Changes in data processing technology have differing effects on computer occupations. The expanding use of smaller business and personal computers, direct entry data processing, and computer terminals is changing data processing methods and the demand for Data Entry Clerks, especially Keypunchers. Noncomputer-trained people can now enter data directly into the computer, where once it required a Keypunch Operator or other Data Entry Clerks to code and transcribe it for the computer. As a result the demand for Keypunch Operators will decline.

There are approximately 11,550 Data Entry Clerks working in Michigan.

The employment of Data Entry Clerks in Michigan is expected to decline through the year 2005. It is expected there will be an average of 70 openings per year with all due to replacement of those who retire, die, or leave the labor force for other reasons. Some additional openings may occur as Clerks change jobs or occupations.

The demand for Data Entry Clerks in Michigan depends on the expanding use of computers and the technology used to enter data for processing. New technology has cut the cost and size of computers and increased efficiency, making them more attractive to small businesses. At the same time, the task of entering data has become more simple. Clerks have direct entry to a computer or to a magnetic tape or diskettes so more data can be entered by the same number of Clerks. Furthermore, computer software/hardware development is moving toward systems which scan printed text, graphics, or handwritten documents. The scanned data (letters, numbers, and graphics) of the documents are converted and entered "directly" into the computer's memory.

MICHIGAN'S EMPLOYMENT OUTLOOK TO 2005

SOURCES OF ADDITIONAL INFORMATION

MOISCRIPTS are Copyright 2003, Michigan Department of Career Development