New York office assistant employment contract template

New York Office Assistant Employment Contract

This is a full-time Office Assistant employment contract under the laws of the State of New York.

Effective Date: [Date]

Employer:

Legal Name: [Employer Legal Name]

Address: [Employer Address]

Contact Person: [Contact Person Name]

Phone: [Employer Phone Number]

Email: [Employer Email Address]

Employee:

Legal Name: [Employee Legal Name]

Address: [Employee Address]

Phone: [Employee Phone Number]

Email: [Employee Email Address]

Position: Office Assistant

Job Duties:

Front desk management (receiving visitors, managing phone lines).

Scheduling and coordinating meetings.

Document filing and records management (physical and electronic).

Data entry and database updates.

Managing mail and correspondence.

Office supply inventory monitoring and ordering.

Basic bookkeeping support.

Receiving and directing visitors and calls.

Internal communications distribution.

Assisting with event logistics.

Performing administrative tasks as directed by supervisors.

Required Skills/Tools:

Microsoft Office Suite proficiency.

Familiarity with common office equipment (copiers, scanners, conference systems).

Excellent communication and interpersonal skills.

Chain of Command:

Reports to: [Supervisor Title/Name]

Daily coordination with: [Departments/Team Members]

Work Location & Hours:

Primary Work Location: [Employer's New York Premises Address]

Office Hours: [Start Time] - [End Time]

Attendance Requirements: Regular on-site presence is required.

Remote/Hybrid Work Policy:

Option A: Not applicable. This position requires full-time on-site presence.

Option B: Hybrid work arrangement. [Number] days on-site, [Number] days remote. Subject to manager approval. Specific expectations: [Expectations for Remote Work].

Employment Status: Full-time, [Number] hours per week.

Overtime:

Overtime eligible as per New York Labor Law.

Overtime rate: 1.5x regular rate for hours worked over 40 in a workweek.

Overtime approval required from: [Supervisor Title/Name].

Comp Time:

Option A: Not offered.

Option B: Offered in accordance with New York Labor Law.

Meal Periods & Breaks:

A 30-minute meal period will be provided for shifts exceeding 6 hours, as required by New York wage orders.

Paid rest breaks will be provided in accordance with New York law.

Break schedule: [Specific Break Schedule].

Compensation:

Hourly Wage/Annual Salary: [Amount] per [Hour/Year].

Pay Period: [Weekly/Bi-weekly/Semi-monthly].

Method of Payment: Direct deposit.

Wage Statements: Itemized wage statements will be provided with each payment, showing hours worked, overtime hours, earnings, and deductions.

Cost of Living Adjustments/Raises:

Option A: Subject to annual performance review.

Option B: Cost of living adjustments may be considered annually.

Benefits (New York Mandated):

Paid Sick Leave: Accrual and usage rules according to NYC Paid Safe and Sick Leave Law.

Paid Family Leave: Eligibility as per New York Paid Family Leave Law.

Disability/Short-Term Disability Insurance: Provided as required by New York law.

Workers' Compensation: Coverage provided as required by New York law.

Unemployment Insurance: Coverage provided as required by New York law.

Mandatory State Payroll Deductions: Applicable deductions will be withheld as required.

Time Off:

Holiday Schedule: [List of New York Statutory and Company Holidays].

Paid Vacation: [Number] days per year, accruing [Accrual Rate].

Time Off Request Procedure: Requests must be submitted to [Supervisor Title/Name] at least [Number] days in advance.

Payout of Unused Leave: Payout of accrued, unused vacation time upon termination or separation, as required by New York law.

Benefits (Non-Mandatory):

Option A: None

Option B: Health Insurance: [Details of Health Insurance Plan].

Option C: Dental Insurance: [Details of Dental Insurance Plan].

Option D: Vision Insurance: [Details of Vision Insurance Plan].

Option E: Retirement Plan (401k): [Details of Retirement Plan].

Option F: Commuter Benefits: [Details of Commuter Benefits].

Option G: Job-Related Education Reimbursement: [Details of Reimbursement Policy].

Option H: Professional Development: [Details of Professional Development Opportunities].

Company Property & Confidentiality:

Use and return of company property (computers, badges, keys, mobile phones, etc.).

Obligation to maintain confidentiality of employer business information, personnel records, and communications.

Confidentiality of any sensitive visitor/guest data encountered.

Data Privacy: Compliance with New York's SHIELD Act regarding storage and protection of personal information.

Anti-Discrimination & Anti-Harassment:

Compliance with New York State and NYC Human Rights Law.

Protected classes include, but are not limited to: gender, sexual orientation, gender identity, race, religion, national origin, immigration status, disability, and age.

Reporting procedures for discrimination or harassment: [Reporting Procedures].

Affirmation of zero tolerance for discrimination and harassment.

Workplace Conduct:

Option A: Civility and workplace conduct policies are outlined in the employee handbook.

Option B: All employees are expected to maintain a professional and respectful demeanor in the workplace.

Anti-Sexual Harassment Training:

Completion of New York State-mandated anti-sexual harassment training annually is required.

At-Will Employment:

Employment is at-will, as governed by New York law.

Termination:

Voluntary Resignation: Recommended notice period of [Number] weeks.

Employer-Initiated Termination: May occur for performance, misconduct, or redundancy.

Layoff Procedures: Followed in accordance with company policy and applicable laws.

Final Wage Payment: Paid within legal deadline, including accrued leave payouts as required by New York law.

Return of Employer Property: All company property must be returned upon termination.

Separation Notices and Benefit Continuation Information: Provided as required by New York law (COBRA, NY continuation of coverage).

Dispute Resolution:

Governing Law: This agreement is governed by the laws of the State of New York.

Good Faith Negotiation: Parties agree to attempt to resolve disputes through good faith negotiation.

Mediation/Arbitration:

Option A: Disputes may be submitted to mediation per company policy.

Option B: Disputes will be resolved through binding arbitration per company policy.

Compliance with New York's mandatory state notification requirements on dispute procedures.

Non-Compete/Non-Solicitation:

Non-compete Clause: Prohibited except in exceptional, legally compliant circumstances per New York law.

Confidentiality/Non-Solicitation:

Option A: No Confidentiality/Non-Solicitation clause.

Option B: Reasonable, narrowly-crafted confidentiality/non-solicitation agreement attached as Exhibit A.

Employee Handbook/Policies:

Acknowledgment of receipt and understanding of the employee handbook.

Electronic Communications & IT Use:

Adherence to the company's electronic communications and IT use policy.

Guidelines for appropriate use of social media mentioning the employer.

Background Check:

Option A: No background check required.

Option B: Background check required, in compliance with the Fair Credit Reporting Act and New York-specific notice and consent rules.

Workplace Health & Safety:

Compliance with New York State labor and NYC building codes.

Obligations during public health emergencies (COVID-19 protocols, PPE requirements).

Union Status:

Option A: This position is not unionized.

Option B: This position is unionized and subject to the terms of the collective bargaining agreement between [Union Name] and [Employer Name].

Severability:

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

Amendment:

This agreement may be amended only by a written instrument signed by both parties.

Entire Agreement:

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.

Signatures:

_______________________________

[Employer Representative Name & Title]

Employer Representative Signature

Date: [Date]

_______________________________

[Employee Legal Name]

Employee Signature

Date: [Date]

A copy of this agreement has been furnished to the Employee.