DATA ENTRY SPECIALIST

The Helmsman Group LLC; Town of Montana (WI); Remote; USD 36,000 - 48,000; Full time

Job summary

The Helmsman Group LLC is seeking a Data Entry Specialist to accurately enter, verify, and maintain employee and HR information across HRIS, payroll, benefits, and recruitment systems. You will support HR operations by ensuring records are complete, confidential, and well-maintained.

You will process new-hire information, updates for promotions and terminations, and perform data validation across multiple HR systems while maintaining a high standard of accuracy and privacy.

Qualifications

• High school diploma or equivalent required.
• Associate or bachelor\'s degree in HR, 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 written and verbal communication skills.
• Ability to manage multiple tasks and meet deadlines.
• Ability to work with large volumes of employee information accurately.

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.

Skills

HR Data Accuracy

Confidentiality

Attention to Detail

HR Systems Proficiency

Records Management

Data Validation

Organization

Process Compliance

Communication

Reliability

Administrative Support

HR Operations

Microsoft Excel

Document Management

Data Reconciliation

Education

High school diploma or equivalent

Associate or bachelor's degree in HR/Business Administration/related field

Tools

Workday

ADP

UKG

BambooHR

SAP SuccessFactors

ATS

Job description

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.