DATA ENTRY SPECIALIST

Job Title: Data Entry Specialist

Job Type: (Remote)

Job Summary

The Data Entry Specialist — Human Resources is responsible for accurately entering, updating, verifying, and maintaining employee and HR-related information in HRIS, payroll, benefits, recruitment, and other organizational systems. This position supports HR operations by ensuring employee records are complete, accurate, confidential, and properly maintained.

Key Responsibilities

• Enter and update employee information in HRIS, payroll, benefits, and other HR systems.

• Maintain accurate employee records, including personal information, job titles, departments, employment status, compensation, and organizational assignments.

• Process and enter new-hire information, onboarding documentation, and employment records.

• Update employee records for promotions, transfers, salary changes, department changes, leaves, and terminations.

• Review HR documents and verify information for completeness, accuracy, and consistency.

• Enter and maintain employee attendance, timekeeping, leave, and absence information.

• Support payroll-related data entry and verification, including hours worked, overtime, deductions, and employee status changes.

• Maintain employee benefits information, including enrollment, eligibility, coverage, and status changes.

• Enter and update recruitment and candidate information in applicant tracking systems.

• Maintain accurate candidate, applicant, interview, offer, and hiring records.

• Scan, upload, organize, and electronically file personnel documents.

• Maintain confidential electronic and physical personnel files.

• Perform data validation and identify duplicate, missing, outdated, or inconsistent employee records.

• Assist with reconciliation of employee information between HRIS, payroll, benefits, timekeeping, and other systems.

• Prepare employee lists, spreadsheets, reports, and HR data summaries.

• Assist HR staff with audits, employee record reviews, and compliance documentation.

• Retrieve employee information for authorized HR personnel and management.

• Process routine HR forms, personnel changes, and employee documentation.

• Maintain accurate logs and tracking reports for HR activities.

• Assist with employee onboarding and offboarding administrative processes.

• Support HR reporting by collecting, organizing, and preparing employee data.

• Maintain documentation of employee data changes and supporting approvals.

• Protect confidential employee information, including personal, compensation, payroll, benefits, and employment records.

• Follow HR policies, data privacy requirements, records-retention procedures, and internal controls.

• Meet established data-entry accuracy, productivity, turnaround-time, and quality standards.

• Identify opportunities to improve HR data management, recordkeeping, and administrative processes.

Qualifications

• High school diploma or equivalent required.

• Associate or bachelor's degree in Human Resources, Business Administration, or a related field preferred.

• 1–3 years of experience in HR data entry, HR administration, data management, or a related role.

• Strong typing and data-entry skills with excellent accuracy.

• Basic understanding of HR terminology and employee lifecycle processes.

• Proficiency with Microsoft Excel, Word, and Outlook.

• Strong attention to detail and organizational skills.

• Excellent ability to maintain confidential information.

• Good written and verbal communication skills.

• Ability to manage multiple tasks and meet deadlines.

• Ability to work with large volumes of employee information accurately.

Preferred Qualifications

• Experience with HRIS platforms such as Workday, ADP, UKG, BambooHR, SAP SuccessFactors, or similar systems.

• Experience with applicant tracking systems (ATS).

• Experience supporting payroll, benefits, timekeeping, or HR operations.

• Knowledge of employee records and personnel-file management.

• Experience with Microsoft Excel, including sorting, filtering, formulas, pivot tables, and data validation.

• Familiarity with HR data privacy and records-retention requirements.

• Experience supporting HR audits and employee data reconciliation.

• Experience with electronic document-management systems.

Key Skills

• Human Resources Data Entry

• HR Data Management

• HRIS

• Employee Records Management

• Personnel File Management

• Payroll Data Support

• Benefits Data Support

• Recruitment Data Entry

• Applicant Tracking Systems

• Employee Onboarding Support

• Time & Attendance Data

• Data Verification

• Data Validation

• Data Accuracy

• Microsoft Excel

• Document Management

• Records Management

• HR Reporting

• Data Reconciliation

• Confidentiality

• Administrative Support

• HR Operations

Core Competencies

• HR Data Accuracy: Ability to accurately enter, verify, update, and maintain employee and HR information.

• Confidentiality: Ability to protect sensitive employee information and follow established privacy and access procedures.

• Attention to Detail: Ability to identify errors, missing information, duplicate records, and inconsistencies in HR data.

• HR Systems Proficiency: Ability to effectively use HRIS, payroll, benefits, applicant tracking, and document-management systems.

• Records Management: Ability to maintain organized, complete, and accessible employee records.

• Data Validation: Ability to compare information across HR systems and source documents to ensure consistency.

• Organization: Ability to manage large volumes of employee records and HR documentation efficiently.

• Process Compliance: Ability to follow HR policies, data privacy requirements, approval workflows, and records-retention procedures.

• Communication: Ability to communicate professionally with HR staff, employees, managers, and authorized stakeholders.

• Reliability: Ability to consistently complete HR data-entry and administrative responsibilities accurately and within established deadlines.