Illinois office assistant employment contract template

Illinois Full-Time Office Assistant Employment Agreement

This Full-Time Office Assistant Employment Agreement (the “Agreement”) is made and effective as of [Date], BETWEEN: [Company Legal Name], a company organized and existing under the laws of Illinois, with its principal place of business at [Company Address] (“Employer”), AND: [Employee Full Legal Name], residing at [Employee Address] (“Employee”).

Position

• The Employer hires the Employee as a full-time Office Assistant.
• The Employee's FLSA classification is:
  • Option A: Non-Exempt (eligible for overtime under Illinois wage law)
  • Option B: Exempt (not eligible for overtime)
• The Employee will report directly to [Supervisor Title] in the [Department Name] department.

Job Description

• The Employee will perform the following duties:
  • Front desk coverage and reception.
  • Handling incoming calls and directing them appropriately.
  • Scheduling appointments and managing calendars.
  • Making meeting and travel arrangements.
  • Filing and organizing documents (physical and electronic) in compliance with Illinois records retention requirements.
  • Managing supply inventory and ordering supplies.
  • Performing basic bookkeeping or data entry.
  • Facilitating intraoffice communication.
  • Operating office equipment.
  • Handling mail and packages.
  • Preparing memos and correspondence.
  • Assisting with Illinois state compliance and labor postings.
  • Other duties as assigned.

Work Location

• The Employee's primary work location is [Company Address], the Employer's designated Illinois office.
• In-person presence is:
  • Option A: Required daily.
  • Option B: Required [Number] days per week.
• Remote/Hybrid work arrangements:
  • Option A: Are not available.
  • Option B: May be requested according to company policy. Details of the remote/hybrid policy are available at [Location of Policy]. Illinois telework legal considerations apply.

Hours of Work

• The Employee's full-time work schedule is:
  • Option A: 40 hours per week, Monday through Friday, from [Start Time] to [End Time].
  • Option B: [Number] hours per week, [Days of the Week], from [Start Time] to [End Time].
• Overtime:
  • The Employee will be paid overtime at a rate of one and one-half (1.5) times their regular rate of pay for all hours worked over 40 in a workweek, in compliance with Illinois law.
• Rest and Meal Breaks:
  • The Employee is entitled to rest and meal breaks as required by the Illinois Minimum Wage Law and the One Day Rest in Seven Act.
• Time Tracking:
  • Option A: The Employee is required to clock in and out using [Time Tracking System].
  • Option B: The Employee is required to submit a timesheet to [Department/Individual] on a [Frequency] basis.
• Overtime Authorization:
  • All overtime must be authorized in advance by [Supervisor Title].

Compensation

• Salary/Wage:
  • Option A: The Employee will be paid an annual salary of [Dollar Amount], payable [Pay Schedule: e.g., bi-weekly, semi-monthly].
  • Option B: The Employee will be paid an hourly wage of [Dollar Amount], payable [Pay Schedule: e.g., bi-weekly, semi-monthly]. This complies with Illinois minimum wage law.
• Overtime Rate: The Employee's overtime rate is [Dollar Amount] per hour.
• Direct Deposit:
  • Option A: The Employee's pay will be directly deposited into their designated bank account.
  • Option B: The Employee will receive a physical paycheck.
• Wage Deductions:
  • All wage deductions will be made in accordance with the Illinois Wage Payment and Collection Act.

Benefits

• Health, Vision, and Dental Insurance:
  • Option A: The Employee is eligible for health, vision, and dental insurance coverage after [Number] days of employment.
  • Option B: The Employee is not eligible for health, vision, or dental insurance coverage.
• Retirement/401(k) Plan:
  • Option A: The Employee is eligible to participate in the Employer's retirement/401(k) plan after [Number] months of employment.
  • Option B: The Employer does not offer a retirement/401(k) plan.
• Paid Vacation: The Employee will accrue paid vacation time according to the Employer's vacation policy. Details are available at [Location of Policy].
• Sick Leave: The Employee will accrue sick leave in accordance with Illinois law and any applicable local ordinances (e.g., Chicago or Cook County sick leave ordinances). Details are available at [Location of Policy].
• Paid Holidays: The Employee is entitled to the following paid holidays: [List of Holidays].
• Additional Benefits: [List any additional benefits, e.g., commuter benefits].
• Benefit Changes: The Employer reserves the right to change or modify its benefit plans at any time.

Professional Development and Expenses

• Professional Development/Training:
  • Option A: The Employee is eligible for professional development and training opportunities, subject to approval by [Supervisor Title].
  • Option B: No professional development or training will be provided.
• Expense Reimbursement:
  • The Employee will be reimbursed for job-related expenses (e.g., supplies, travel between Illinois office sites) according to the Employer's expense reimbursement policy. Details are available at [Location of Policy].

Confidentiality and Privacy

• The Employee agrees to maintain the confidentiality of all company business, financial records, employee and client information, and any other sensitive data encountered during their employment. This includes compliance with Illinois law, including the Illinois Health Information Privacy Act if applicable.

Work Product and Company Property

• All work product created by the Employee during their employment is the property of the Employer. All company property, including documents, manuals, and communications, must be returned to the Employer upon termination of employment.

Use of Office Equipment and Technology

• The Employee agrees to use office equipment (computers, phones, copiers), email, and technology in accordance with the Employer's IT and security policies and applicable Illinois data privacy statutes.

Equal Opportunity and Anti-Harassment Policy

• The Employer is an equal opportunity employer and prohibits discrimination and harassment based on race, color, religion, sex, national origin, ancestry, age, marital status, physical/mental disability, military status, sexual orientation, gender identity, or any other protected category under the Illinois Human Rights Act. The Employer’s policy on this matter can be found at [Location of Policy].

Employee Conduct

• The Employee agrees to comply with all company policies and manuals, maintain attendance and punctuality, adhere to the Employer's dress code (if applicable), communicate respectfully, and provide excellent customer service.

At-Will Employment

• The Employee's employment is at-will, meaning that either party may terminate the employment relationship at any time, with or without cause or notice.
• Notice of Termination:
  • Option A: The Employee is required to provide [Number] days written notice of resignation.
  • Option B: The Employer is required to provide [Number] days written notice of termination (except in cases of gross misconduct).
• Final Paycheck: The Employee's final paycheck, including payment for any unused vacation time as per company policy, will be issued in accordance with Illinois law.

Resignation and Termination

• Voluntary Resignation:
  • The Employee may resign their employment by providing written notice to [Supervisor Title].
• Employer Discharge:
  • The Employer may discharge the Employee for any reason not prohibited by law.
• Reductions in Force/Layoffs:
  • In the event of a reduction in force or layoff, the Employer will comply with the WARN Act and any applicable Illinois mini-WARN provisions.
• Discipline/Corrective Action: The Employer may take disciplinary or corrective action, up to and including termination, for any violation of company policy or unsatisfactory performance.

Non-Competition and Non-Solicitation

• Illinois law restricts the use of non-compete agreements, especially for employees earning below a certain salary threshold. Any non-compete or non-solicitation provisions must be narrowly drawn, justified, and compliant with 820 ILCS 90.
• Non-Competition:
  • Option A: The Employee agrees not to compete with the Employer for a period of [Number] months following termination of employment, within a [Geographic Area], performing services similar to those performed for the Employer. (This clause is subject to Illinois law.)
  • Option B: The Employee is not subject to a non-competition agreement.
• Non-Solicitation:
  • Option A: The Employee agrees not to solicit the Employer's employees or customers for a period of [Number] months following termination of employment.
  • Option B: The Employee is not subject to a non-solicitation agreement.

Dispute Resolution

• The Employer and Employee agree to attempt to resolve any disputes through internal grievance procedures.
• Option A: Any unresolved disputes will be submitted to voluntary mediation.
• Option B: Any unresolved disputes will be submitted to binding arbitration.
• Illinois law shall govern any unresolved disputes, and venue shall be in [County Name] County, Illinois.

Workers' Compensation and Safety

• The Employee is covered by the Employer's Illinois Workers' Compensation insurance policy.
• The Employer will comply with all applicable state and local health and safety requirements.

Reasonable Accommodation

• The Employer will provide reasonable accommodations to employees with disabilities, pregnancy, or other protected statuses, in accordance with the Illinois Human Rights Act.

Leave Entitlements

• The Employee is entitled to leave for jury duty, family/medical leave (coordinated with FMLA and Illinois Family Military Leave Act), and other statutory time off as required by Illinois law.

Entire Agreement

• This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements and understandings, whether written or oral.

Amendments

• Any amendments or changes to this Agreement must be in writing and signed by both parties.

Severability

• If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect, in accordance with Illinois contract law.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above. ____________________________ [Employer Representative Printed Name] ____________________________ [Employer Representative Signature] ____________________________ [Employee Full Legal Name Printed] ____________________________ [Employee Signature]