Administrative Assistant II

Software Guidance & Assistance, Inc., (SGA), is searching for an Administrative Assistant II for a contract assignment with one of our premier clients in Spartanburg, SC.

The HR Administrative Assistant will provide administrative support to the Human Resources department, with a primary focus on employee records management, filing, and document digitization. This position will play a key role in transitioning employee personnel files from paper to electronic records by organizing, scanning, categorizing, and maintaining accurate documentation.
In addition to records management, the HR Administrative Assistant will support new hire orientation, maintain HR tracking documents, and assist with various administrative tasks and departmental projects as needed. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining confidentiality.

Responsibilities :

• Employee Records Management and Filing (Primary Responsibility)
  • Sort, organize, and maintain active and inactive employee personnel files.
  • Review existing paper records to ensure documents are properly categorized and filed.
  • Maintain consistent electronic folder structures and document naming conventions to ensure records are accurate, organized, and easily accessible to authorized personnel.
  • Maintain the confidentiality and security of employee personnel, medical, and other sensitive records in accordance with company policies.
  • Collaborate with HR and Legal to review, develop, and implement employee record retention and disposal procedures.
  • Perform ongoing filing, scanning, and records maintenance to ensure employee files remain current and organized.
• New Hire Orientation and Onboarding Support:
  • Assist with the preparation, coordination, and execution of new hire orientation.
  • Prepare orientation materials, employee welcome bags, and other onboarding supplies.
  • Coordinate employee uniform distribution, including collecting shirt sizes, organizing inventory, and maintaining distribution records.
  • Maintain and update new hire tracking spreadsheets and onboarding records.
  • Help ensure required onboarding paperwork is collected, accurately documented, and provided to the appropriate HR team members.
  • Provide general administrative assistance during new hire orientation sessions.
• General HR Administrative Support:
  • Assist with collecting, organizing, and maintaining HR-related documentation, including attendance, medical, and other employee records, as assigned
  • Enter, update, and maintain accurate employee information in spreadsheets, HR systems, and other tracking tools.
  • Respond to basic employee inquiries and direct questions to the appropriate HR representative when necessary.
  • Provide additional administrative support to the HR team as business needs arise.
• HR Projects and Process Improvement:
  • Assist with special HR projects and departmental initiatives as assigned.
  • Help research, organize, and document potential process improvements.
  • Assist with the implementation of updated HR procedures, systems, and documentation processes.

Required Skills :

• High school diploma or equivalent required.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks, prioritize assignments, and meet deadlines.
• Ability to work independently while maintaining accuracy and consistency.

Preferred Skills :

• Associate's degree in Business Administration, Human Resources, or a related field.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Previous experience in Human Resources or an administrative support role.
• Experience with electronic document management systems, scanning, or records management.
• Familiarity with HR information systems, such as Workday.

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SGA is a technology and resource solutions provider driven to stand out. We are a women-owned business. Our mission: to solve big IT problems with a more personal, boutique approach. Each year, we match consultants like you to more than 1,000 engagements. When we say let's work better together, we mean it. You'll join a diverse team built on these core values: customer service, employee development, and quality and integrity in everything we do. Be yourself, love what you do and find your passion at work. Please find us at https://sgainc.com/ .

SGA is an Equal Opportunity Employer and does not discriminate on the basis of Race, Color, Sex, Sexual Orientation, Gender Identity, Religion, National Origin, Disability, Veteran Status, Age, Marital Status, Pregnancy, Genetic Information, or Other Legally Protected Status. We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, and our services, programs, and activities. Please visit our company EEO page to request an accommodation or assistance regarding our policy.