Ohio HR assistant employment contract template

Ohio HR Assistant Employment Contract

This Ohio HR Assistant Employment Contract (the "Agreement") is made and entered into as of [Date] by and between [Employer Name], a [State] [Entity Type (e.g., Corporation)] with its principal place of business at [Employer Address] ("Employer"), and [Employee Name], residing at [Employee Address] ("Employee").

1. Position

• Option A: HR Assistant
• Option B: Senior HR Assistant
• Job Duties:
  • Maintaining personnel records (employee files, HRIS data) in compliance with Ohio records retention laws.
  • Assisting with recruiting, interviewing, background checks (BCI&I), onboarding, and offboarding processes, complying with Ohio EEOC requirements.
  • Administering payroll and employee benefits, including enrollment, changes, and terminations.
  • Processing employment verifications and unemployment claims accurately and timely.
  • Maintaining compliance with all Ohio and federal employment laws, including records retention, wage and hour rules (Ohio Minimum Fair Wage Standards Act), and OSHA recordkeeping.
  • Tracking employee attendance and PTO, adhering to Ohio leave laws.
  • Handling confidential employee data (medical records, performance reviews) in accordance with Ohio data privacy laws, including the Ohio Personal Information Systems Act and HIPAA where applicable.
  • Assisting with employee training, policy dissemination, and workers' compensation documentation specific to Ohio.
  • Assisting with workplace investigations, observing Ohio-specific anti-discrimination, anti-retaliation, and harassment laws.
  • Supporting preparation of required state filings (Ohio new hire reporting, unemployment, workers' compensation).

2. Reporting Structure

• Reports to: [Supervisor Title (e.g., HR Manager, HR Director)]
• Cross-Departmental Responsibilities: [Description of Responsibilities]

3. Work Location

• Option A: On-site at [Work Location Address in Ohio]
• Option B: Remote
  • Remote Work Arrangement Details: [Details including work hours, communication methods, equipment, and data security expectations for managing personal and medical records in compliance with Ohio data privacy laws]
• Option C: Hybrid (combination of on-site and remote)
  • Hybrid Work Arrangement Details: [Details of schedule, on-site days, remote days, and data security expectations.]

4. Employment Status and Work Hours

• Full-time, defined as [Number] hours per week.
• Standard Work Hours: [Start Time] to [End Time], [Days of the Week].
• Meal and Rest Breaks: Adhering to Ohio Wage & Hour Division guidelines.
  • [Specify break durations and timing based on Ohio law.]
• Overtime Eligibility: [Exempt/Non-Exempt]
  • Overtime Calculation: 1.5 times the regular hourly rate for hours worked over 40 in a workweek, in accordance with FLSA and Ohio law.
  • Overtime Approval Process: [Describe the process for requesting and obtaining approval for overtime work.]
• Timekeeping: Employee must accurately record all hours worked using the Employer's approved timekeeping system: [Name of System].

5. Compensation

• Option A: Annual Salary: [Dollar Amount]
• Option B: Hourly Rate: [Dollar Amount] (Must meet or exceed Ohio's minimum wage)
• Pay Cycle: [Weekly/Bi-weekly/Monthly]
• Overtime Pay: Paid at 1.5 times the regular rate for hours worked over 40 in a workweek.
• Payment Method: [Direct Deposit/Paycard] (meeting Ohio banking requirements)
• Holiday Pay: [Describe holiday pay rates]
• Performance Bonus/Salary Increment Eligibility: [Describe eligibility criteria and schedule]
• City Minimum Wage Compliance: [If applicable, state compliance with applicable city minimum wages (e.g., Cincinnati, Cleveland)]

6. Benefits

• Health Insurance: [Describe health insurance plan details, noting Ohio's laws on continuation, dependent coverage, and ACA compatibility]
• Dental Insurance: [Describe dental insurance plan details]
• Vision Insurance: [Describe vision insurance plan details]
• Retirement Plan: [401(k), SIMPLE IRA, or other plan details, noting Ohio public retirement options if applicable]
• Paid Vacation: [Accrual rate, carryover policy, and other details, per employer and local practices]
• Paid Sick Leave: [Accrual rate, usage policy, and other details, per employer and local practices]
• Paid Personal Days: [Number of days, usage policy, and other details, per employer and local practices]
• Paid Holidays: [List of holidays observed by the company, specifying state and company-observed dates]
• Leave Policies:
  • FMLA: Compliant with federal law.
  • Ohio Family Leave: Compliant with Ohio law.
  • Military Leave: Compliant with federal and Ohio law.
  • Jury Duty: Compliant with Ohio law.
• Workers' Compensation: Employee is covered under Ohio's Workers' Compensation Act.
• Unemployment Benefits: Employee is eligible for unemployment benefits under Ohio law.
• Paid/Unpaid Leave Policies: [Distinguish between statutory and voluntary offerings, noting Ohio-specific statutes like the Ohio Pregnancy Accommodation Law]
• Tuition Reimbursement: [Describe eligibility, amount, and requirements]

7. Confidentiality

• Employee shall protect all employee, applicant, and organizational HR data under Ohio and federal privacy laws, including HIPAA for medical records, and the Ohio Personal Information Systems Act.
• Employee shall not access, use, or disclose any sensitive records without authorization.
• Record Retention and Destruction: Adhere to Employer's policy and Ohio's mandated timelines.

8. Intellectual Property

Any HR forms, handbooks, or processes developed by the Employee shall be the property of the Employer, subject to any exceptions under Ohio law.

9. Conflict of Interest

• Employee must disclose any outside employment or business relationships that may impact their HR duties.
• Employee shall not participate in external HR consulting or recruitment without prior written approval from the Employer.

10. Professional Conduct and Compliance

• Employee shall adhere to the Employer's code of ethics and all company HR policies.
• Employee shall participate in mandatory training on anti-harassment, workplace safety, and diversity/inclusion, with references to Ohio’s protected categories and state-specific compliance modules.
• Employee shall comply with all applicable Ohio and federal laws and regulations.

11. Restrictive Covenants (Non-Compete, Non-Solicit)

• Any non-compete, non-solicit, or restrictive covenant provisions comply with Ohio law regarding scope, geographical area (relating to company operations in Ohio), reasonableness, and duration.
• Employee acknowledges that such restrictions are interpreted narrowly under Ohio precedent.
• [Insert specific language of any non-compete or non-solicit agreement, if applicable]

12. At-Will Employment

• 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, and with or without notice, subject to any applicable laws.
• Resignation: Employee shall provide [Number] days' written notice to the Employer.
• Termination: The Employer may terminate the Employee's employment at any time, with or without cause.
• Grounds for Immediate Dismissal: Gross misconduct, breach of confidentiality, or other serious violations of Employer policy may result in immediate dismissal.
• Return of Property: Upon termination, Employee shall immediately return all access credentials, keys, and confidential documents.
• Final Paycheck: Final paycheck shall be provided to the Employee on or before the next regular payday, as required by Ohio law.

13. Workers' Compensation

• Employee is covered under Ohio’s Workers’ Compensation Act and BWC reporting rules.
• Return-to-Work/Light Duty: The Employer will make reasonable efforts to accommodate Employee's return to work following a work-related injury or illness, consistent with state law.

14. Equal Opportunity and Anti-Discrimination

• The Employer is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, military status, ancestry, or any other characteristic protected by Ohio or federal law.
• The Employer prohibits harassment of any kind and will promptly investigate and address any complaints of discrimination or harassment.
• The Employer will provide reasonable accommodations for employees with disabilities and pregnant employees, as required by law.

15. Employee Complaints and Whistleblowing

The Employer has a policy on employee complaints, whistleblowing, and protection against retaliation, in line with Ohio Revised Code.

16. Dispute Resolution

• The Employer encourages employees to resolve disputes through internal grievance procedures.
• Mediation/Arbitration: The Employer may require mediation or arbitration to resolve any disputes arising out of or relating to this Agreement.
• Governing Law and Venue: This Agreement shall be governed by and construed in accordance with the laws of the State of Ohio. Any legal action arising out of or relating to this Agreement shall be brought in a court of competent jurisdiction in [County Name] County, Ohio.

17. Compliance with Local Regulations

Employer will comply with all applicable local, city, and county regulations that may affect HR practice or workplace policies in Ohio.

18. Acknowledgment of Policies

Employee acknowledges receipt of the employee handbook, code of conduct, and key HR policies and agrees to abide by their terms.

19. Required Legal Notices

The following notices are attached hereto and incorporated herein: FMLA, EEOC, Ohio Minimum Wage, Workers' Compensation, and other applicable federal and state notices.

20. Amendments

The terms of this Agreement and the Employer's policies are subject to amendment to comply with new Ohio or federal legislation affecting HR employment.

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

____________________________
[Employer Name]

By: ____________________________
[Employer Representative Name]
[Employer Representative Title]

____________________________
[Employee Name]