Maine HR assistant employment contract template

Maine HR Assistant Employment Contract

This Maine HR Assistant Employment Contract (the “Agreement”) is made and effective as of [Effective Date] by and between [Employer Full Legal Name], a [Business Entity Type, e.g., Maine Corporation] with its principal place of business at [Employer's Physical Maine Office Address] (the “Employer”), and [Employee Full Legal Name], residing at [Employee Current Contact Address] (the “Employee”).

This Agreement shall be governed by and construed in accordance with the laws of the State of Maine.

Position and Responsibilities

• Option A: The Employee is hired as a full-time HR Assistant and will report to [Direct Supervisor Name].
• Option B: The Employee is hired as a part-time HR Assistant and will report to [Direct Supervisor Name].

The Employee's duties include, but are not limited to:

• Maintaining personnel files in compliance with Maine law.
• Entering payroll data and ensuring compliance.
• Supporting benefits administration.
• Scheduling interviews and onboarding sessions.
• Assisting with background checks in accordance with Maine law.
• Preparing employment documentation (offer letters, I-9/E-Verify compliance, new hire reports to Maine Department of Labor).
• Providing information on state/federal leave policies (including Maine Earned Paid Leave).
• Supporting timekeeping record compliance per Maine wage and hour laws.
• Assisting with basic workplace investigations.
• Managing records retention as required by Maine statutes.
• Supporting anti-harassment training implementation (per Maine Human Rights Act requirements).
• Ensuring compliance with record-keeping under Maine’s Bureau of Labor Standards.

The Employee will interact with other department team members and stakeholders, maintaining strict intra-office confidentiality. The Employee's organizational reporting lines are as follows: [Describe Reporting Lines].

Full-Time Employment and Work Schedule

• Option A: The Employee's position is full-time, with a standard work week of [Number] hours.
• Option B: The Employee's position is part-time, with a work week of [Number] hours.

Overtime will be compensated at a rate of 1.5 times the regular hourly rate for hours worked over 40 in a workweek, as required by Maine law. The Employee is entitled to meal and rest breaks as mandated by Maine law for hourly employees.

The primary work location is [Work Location]. Any permitted hybrid/remote arrangements are subject to the Employer’s Work-From-Home Policy, which complies with applicable Maine law regarding equipment and expense reimbursement. [Specify details of hybrid/remote arrangements, if any].

Compensation

• Option A: The Employee's annual salary is [Annual Salary], payable in bi-weekly installments.
• Option B: The Employee's hourly wage is [Hourly Wage], payable bi-weekly.

Payment will be made via [Payment Method, e.g., direct deposit]. The payroll cycle ends [Payroll Cycle End Date].

The Employer complies with Maine's minimum wage laws and overtime requirements. Wage adjustments will be determined based on [Criteria for Wage Adjustments].

• Option A: The Employee is eligible for bonuses/performance incentives based on [Bonus/Incentive Criteria].
• Option B: The Employee is not eligible for bonuses or performance incentives.

The Employee is responsible for accurate time tracking and record-keeping, as required by Maine law. Paystubs will be itemized per Maine Department of Labor regulations.

Benefits

• Option A: The Employee is eligible for employer-provided health, dental, and vision insurance, subject to the terms of the applicable plans.
• Option B: The Employee is not eligible for employer-provided health, dental, and vision insurance at this time.

The Employee is eligible for [Number] days of paid time off per year, which includes at least the Maine statutory earned paid leave. The Employee also observes the following holidays: [List of Holidays].

The Employee may be eligible for Maine Family and Medical Leave, subject to applicable requirements.

• Option A: The Employee is eligible to participate in the Employer's 401k plan.
• Option B: The Employer does not currently offer a 401k plan.

The Employee may be eligible for short- and long-term disability, life insurance, and/or employee assistance programs, subject to the terms of the applicable plans.

• Option A: The Employer offers tuition/training reimbursement for HR professionals, subject to [Specify Conditions].
• Option B: The Employer does not offer tuition/training reimbursement.

The Employee is eligible for Maine-required leave, such as jury duty, voting leave, and domestic violence leave, as applicable.

Policies and Codes of Conduct

The Employee is expected to adhere to all Employer policies and codes of conduct, including:

• Nondiscrimination and harassment policies covering all protected classes under Maine Human Rights Act.
• Confidentiality obligations specific to HR records and sensitive personal data.
• HIPAA/PHI rules when applicable.
• Prohibition on discussing confidential employee compensation or health information without proper authority.
• Social media policy compliance, especially regarding employee privacy.
• Mandatory participation in Maine anti-harassment and workforce ethics trainings.

Intellectual Property

All proprietary HR policies, handbooks, onboarding materials, compliance checklists, and process improvements developed or contributed to by the Employee during employment are the property of the Employer. The Employee may not reproduce or distribute such materials without express written consent from the Employer.

Medical Information Handling and Disclosure

The Employee will handle and disclose medical information in compliance with Maine and federal privacy requirements, including HIPAA, if applicable.

Non-Competition, Non-Solicitation, and Non-Disclosure

• Option A: Non-compete clauses are generally prohibited for HR Assistants in Maine unless specific statutory exceptions are met. This Agreement does not include a non-compete clause.
• Option B: Any non-compete obligations must comply with Maine’s strict legal limits and may require specialized legal review.

Non-solicitation and non-disclosure obligations must be reasonable and legally compliant, with clear duration and geographic scope, if used.

Termination

• Option A: The Employee may resign with [Number] days' written notice to the Employer.
• Option B: The Employer may terminate the employment relationship at any time, with or without cause, subject to applicable Maine law.

The Employer may terminate the employment relationship for cause, without cause, or due to layoff/reduction in force. Upon termination, the Employer will provide a final wage payment within the timelines required by Maine law, including payout of unused earned paid leave per company policy.

The Employee must return all Employer property, including keys, electronic devices, access credentials, and confidential HR documents. The Employer will provide a COBRA/state continuation coverage notice, if applicable. Severance eligibility, if any, will be determined according to company policy.

Dispute Resolution

Any disputes arising out of or relating to this Agreement shall be resolved first through internal grievance and complaint procedures. If such procedures are unsuccessful, the parties agree to pursue mediation or arbitration. This Agreement shall be governed by and construed in accordance with the laws of the State of Maine, and any legal action shall be brought in the courts of [Specify Maine County], Maine.

Whistleblower Protection

The Employee is protected by Maine's whistleblower protection laws and has a mandatory reporting duty if they become aware of statutory violations. Retaliation against the Employee for reporting such violations is strictly prohibited.

Mandatory Notices and Disclosures

The Employee acknowledges receipt of the following notices and disclosures required by Maine law:

• Notice of workers’ compensation coverage.
• Anti-harassment workplace poster acknowledgment.
• Employee's right to review and copy their personnel file under Maine Rev. Stat. tit. 26 § 631.

These notices are appended to this Agreement or will be delivered separately.

Compliance Acknowledgement

The Employee confirms they have been given and agree to all applicable Employer handbooks, policies (including drug-free workplace, modern slavery/human trafficking, and workplace safety policies as required for Maine businesses), and training modules.

Additional Maine-Specific Provisions

• The Employer complies with Maine's lactation accommodation law.
• The Employer complies with workplace safety/OSHA obligations as adapted for office settings.
• The Employer follows emergency procedures and employment eligibility verification processes (both federal I-9 and any state-mandated forms).

Employment Status

• Option A: The Employee's employment is at-will, meaning that either the Employee or the Employer may terminate the employment relationship at any time, with or without cause or notice, subject to applicable Maine law.
• Option B: This employment is not at-will and may only be terminated for cause. [Specify cause standard]

Background Check and Consent

The Employee authorizes the Employer to conduct criminal history, credit, and reference checks as permitted by Maine law and the Fair Credit Reporting Act (FCRA).

Relocation Expenses

• Option A: The Employer will reimburse the Employee for reasonable relocation expenses up to [Dollar Amount], subject to [Specify Conditions].
• Option B: The Employer will not reimburse the Employee for relocation expenses.

Standard Maine Employer Practices

• Option A: The Employee is eligible for an annual cost-of-living adjustment (COLA).
• Option B: The Employee is not eligible for an annual cost-of-living adjustment (COLA).

The Employee is eligible for mileage reimbursement for multi-site travel at the rate of [Dollar Amount] per mile. The employer offers winter weather/emergency closure pay according to [Specify Policy].

Amendment, Severability, Integration, and Waiver

The Employer reserves the right to amend or renegotiate the terms of this Agreement with written notice to the Employee.

If any provision of this Agreement is held to be invalid or unenforceable, such provision shall be struck and the remaining provisions shall remain in full force and effect.

This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous communications and proposals, whether oral or written.

No waiver of any provision of this Agreement shall be effective unless in writing and signed by the party against whom the waiver is sought to be enforced.

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

____________________________
[Employer Representative Name]

[Employer Representative Title]

____________________________
[Employee Full Legal Name]