Illinois HR assistant employment contract template

Illinois HR Assistant Employment Agreement

This Full-Time Illinois HR Assistant Employment Agreement (the "Agreement") is made and entered into as of [Date] by and between [Company Name], a [State] [Entity Type] with its principal place of business at [Company Address], hereinafter referred to as "Employer," and [Employee Name], residing at [Employee Address], hereinafter referred to as "Employee."

Employment Relationship

Option A: At-Will Employment

Employee's employment with Employer is "at-will," meaning that either Employer or Employee may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law. This at-will relationship does not affect Employee's rights under applicable discrimination or retaliation laws.

Option B: Trial Period

The first [Number] days of employment shall be considered a trial period, during which the employer has the right to terminate the employment relationship. After the trial period, the employment status will be evaluated and adjusted accordingly.

Job Title and Duties

Job Title: HR Assistant

Duties: Employee shall perform the following duties:

• Maintaining employee records and files in compliance with state and federal law.
• Assisting with new hire onboarding processes.
• Supporting payroll processing activities.
• Assisting in benefits administration.
• Maintaining I-9 and EEO records.
• Handling confidential employee information.
• Assisting in recruitment processes.
• Preparing HR-related reports.
• Monitoring timekeeping systems.
• Supporting employee training logistics.
• Distributing workplace notices as required by Illinois and federal law.
• Assisting with compliance audits related to the Illinois Department of Labor.
• Other duties as assigned by the Employer.

Supervision and Reporting

Option A: Reports to HR Manager

Employee will report directly to the HR Manager.

Option B: Reports to Director of HR

Employee will report directly to the Director of HR.

Work Location

Primary Location: The Employee’s primary work location shall be [Company Address].

Hybrid/Remote Work:

• Option A: Not Permitted

Remote work is not permitted.

• Option B: Permitted per Policy

Hybrid/Remote work may be permitted according to the Employer’s Remote Work Policy, which may be amended from time to time. Any such arrangements will comply with Illinois law, including reimbursement for necessary expenses under the Illinois Wage Payment and Collection Act.

Full-Time Employment and Work Schedule

Full-Time Status: Employee is a full-time employee.

Minimum Hours: Employee will work a minimum of [Number] hours per week.

Regular Schedule: Employee's regular work schedule will be [Days of the Week], from [Start Time] to [End Time].

Flexibility: Employee may be required to work additional hours as needed, subject to applicable overtime laws.

Overtime: Overtime will be paid at a rate of one and one-half times the Employee’s regular rate of pay for all hours worked over 40 in a workweek, in accordance with the Illinois Minimum Wage Law and the Fair Labor Standards Act (FLSA).

Meal and Rest Breaks

Meal Breaks: Employee is entitled to a [Number]-minute meal break for every [Number] consecutive hours worked, as required by Illinois law.

Rest Breaks: Employee is entitled to a [Number]-minute paid rest break for every [Number] consecutive hours worked, as required by Illinois law.

Compensation

Option A: Annual Salary

The employee will receive an annual salary of [Amount], payable in [Frequency, e.g., bi-weekly, semi-monthly] installments.

Option B: Hourly Wage

The employee will receive an hourly wage of [Amount], payable in [Frequency, e.g., bi-weekly, semi-monthly] installments. This wage meets or exceeds the Illinois minimum wage.

Method of Payment: Employee will be paid via [Method, e.g., check, direct deposit].

Overtime Pay: Overtime will be paid at a rate of one and one-half times the Employee’s regular rate of pay for all hours worked over 40 in a workweek.

Bonuses/Incentives:

• Option A: Eligible

Employee may be eligible for bonuses or incentive pay as determined by the Employer. Details of any bonus or incentive plans will be provided separately.

• Option B: Ineligible

Employee is not eligible for bonuses or incentive pay.

Benefits

Group Health Insurance:

• Option A: Eligible

Employee is eligible to participate in the Employer's group health insurance plan, subject to the terms and conditions of the plan.

• Option B: Ineligible

Employee is not eligible to participate in the Employer's group health insurance plan.

Vision and Dental Plans:

• Option A: Eligible

Employee is eligible to participate in the Employer's vision and dental plans, subject to the terms and conditions of the plans.

• Option B: Ineligible

Employee is not eligible to participate in the Employer's vision and dental plans.

401(k) or Retirement Plans:

• Option A: Eligible

Employee is eligible to participate in the Employer's 401(k) or other retirement plans, subject to the terms and conditions of the plan.

• Option B: Ineligible

Employee is not eligible to participate in the Employer's 401(k) or other retirement plans.

Paid Time Off (PTO): Employee will accrue paid time off (vacation, sick leave, and personal days) in accordance with the Employer’s PTO policy and the Illinois Paid Leave for All Workers Act. Specifically, the accrual rate is [Accrual Rate, e.g., X hours per pay period].

Statutory Holidays: Employee will be entitled to paid time off for statutory holidays recognized in Illinois.

Family and Medical Leave: Employee is eligible for family and medical leave in accordance with the Family and Medical Leave Act (FMLA) and the Illinois Family Military Leave Act.

Tuition/Professional Development:

• Option A: Eligible

Employee may be eligible for tuition reimbursement or professional development assistance as determined by the Employer. Details of any such programs will be provided separately.

• Option B: Ineligible

Employee is not eligible for tuition reimbursement or professional development assistance.

Company Policies and Handbooks

Compliance: Employee agrees to comply with all company policies and handbooks, including but not limited to confidentiality, anti-harassment, anti-discrimination, use of company property, internet and electronic communications policy, and professional dress/code of conduct policies.

Confidentiality

Confidential Information: Employee acknowledges that they will have access to confidential information, including employee data, payroll information, benefits information, business strategies, and HR policies. Employee agrees to hold all such information in strict confidence both during and after employment.

Data Protection and Security

Employee Responsibility: Employee is responsible for safeguarding sensitive HR documents (both digital and paper), ensuring data protection, and complying with the Illinois Biometric Information Privacy Act (BIPA), if applicable.

Intellectual Property

Ownership: Any intellectual property created by Employee related to HR document templates, procedures, or training materials will be owned by the Employer.

Compliance Obligations

Federal and State: Employee will comply with all federal (EEOC, FLSA, FMLA, etc.) and Illinois state-specific HR reporting and recordkeeping requirements.

Continuing Education: Employee is responsible for maintaining current knowledge of Illinois labor laws and participating in mandated legal or company-offered HR compliance trainings.

Performance Evaluation

Regular Evaluations: Employee's performance will be evaluated regularly.

Merit/Cost of Living Adjustments: Employee may be eligible for merit or cost-of-living adjustments as determined by the Employer.

Termination

At-Will Employment: This is an at-will employment relationship as defined under Illinois law.

Voluntary Resignation: Employee may resign at any time by providing [Number] days written notice to the Employer.

Discipline/Dismissal: Employer may terminate the Employee’s employment for cause, subject to applicable law.

Layoff: Employer may terminate the Employee's employment due to layoff or restructuring.

Final Pay: Upon termination, Employee will receive their final paycheck within the timeframes mandated by Illinois law, including payment for all accrued but unused PTO, subject to Employer policy and Illinois law. The final paycheck will be issued via [Method of final pay].

Return of Property: Upon termination, Employee will return all company property.

Exit Interview: Employee will participate in an exit interview.

Non-Retaliation

Protected Activity: Employer will not retaliate against Employee for good faith participation in investigations or whistleblower activity as protected by Illinois law.

Non-Compete

Option A: No Non-Compete

The parties agree that the Illinois Freedom to Work Act prohibits the enforcement of non-compete agreements. As such, the employee is not subject to any non-compete agreement with the employer.

Option B: Non-Solicitation/Confidentiality

Employee agrees that during and for a period of [Number] months following the termination of their employment, Employee shall not solicit the customers or employees of the Employer. Employee further agrees to maintain the confidentiality of Employer’s confidential information. This clause is intended to be enforceable to the extent permitted by Illinois law.

Anti-Discrimination and Anti-Harassment

Policy: Employer strictly prohibits discrimination and harassment based on race, color, religion, sex, national origin, age, sexual orientation, gender identity, marital status, military status, disability, or any other characteristic protected by the Illinois Human Rights Act.

Reporting Procedures: Employee is required to report any instances of discrimination or harassment.

Complaint Channels: Employer provides accessible complaint channels for reporting discrimination or harassment.

Training: Employee will participate in mandated annual anti-harassment training as per the Illinois Workplace Transparency Act.

Whistleblower Protections: Employer provides whistleblower protections as required by law.

Statutory Leaves

Eligibility: Employee is eligible for Illinois statutory leaves, including Paid Leave for All Workers, Victims’ Economic Security and Safety Act (VESSA) leave, and other local leave entitlements.

Workers' Compensation

Coverage: Employee is covered by Illinois workers’ compensation insurance.

Accident Reporting: Employee must report any work-related accidents immediately.

Dispute Resolution

Procedure: In the event of a dispute, Employee agrees to exhaust all informal complaint channels, including HR department review, before pursuing other legal remedies.

Mediation/Arbitration: Employer may require mediation or arbitration in Illinois before initiating litigation.

Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the State of Illinois.

Venue: Venue for any legal action shall be in [County] County, Illinois.

Background Checks and Security Clearance

Option A: Required

Employee acknowledges that employment is contingent upon successful completion of a background check and/or security clearance, in compliance with Illinois law.

Option B: Not Required

A background check or security clearance is not required for this position.

Mandatory Workplace Postings

Compliance: Employee will comply with all mandatory workplace posting requirements under Illinois and federal law.

Monitoring: Employee will monitor legislative changes that affect HR practices or employee rights.

Employee Acknowledgments and Consents

Employee agrees to sign and return all required employee acknowledgments and consent forms (e.g., electronic communications monitoring, background check, direct deposit, confidentiality, acknowledgment of receipt of employee handbook).

Eligibility to Work

Verification: Employee confirms that they are eligible to work in the United States and will complete Form I-9 as required by law.

Adjustments

Amendments: Employer may adjust or amend the terms of this agreement as necessitated by the specific nature of the role, employer policies, and evolving Illinois legal requirements.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.

[Company Name]

By: [Authorized Representative Name]

Title: [Title]

[Employee Name]

Signature: ____________________________

Date: [Date]