Pennsylvania office assistant employment contract template

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How Pennsylvania office assistant employment contract Differ from Other States

  1. Pennsylvania follows an 'at-will' employment doctrine, which may affect termination terms more distinctly than some other states with additional employee protections.

  2. State-specific requirements exist for wage payment frequency and mandatory payroll deductions, which must be addressed in Pennsylvania contracts.

  3. Pennsylvania mandates clear compliance with the Pennsylvania Human Relations Act, particularly regarding anti-discrimination provisions in employment agreements.

Frequently Asked Questions (FAQ)

  • Q: Is at-will employment standard for office assistants in Pennsylvania?

    A: Yes, most employment in Pennsylvania is at-will, allowing either party to terminate employment for any lawful reason.

  • Q: Does the contract need to specify overtime rules for Pennsylvania office assistants?

    A: Yes, Pennsylvania wage laws require overtime pay details if the office assistant is classified as non-exempt.

  • Q: Are non-compete clauses enforceable in Pennsylvania office assistant contracts?

    A: Non-compete clauses are enforceable in Pennsylvania but must be reasonable in time, geography, and scope to be valid.

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Pennsylvania Office Assistant Employment Contract

Effective Date: [Date]

1. Parties

Employer: [Company Name], a [State] [Business Entity Type, e.g., Corporation], located at [Company Address], Contact Person: [Contact Person Name], Title: [Contact Person Title], Phone: [Phone Number], Email: [Email Address]

Employee: [Employee Full Legal Name], residing at [Employee Address], Phone: [Employee Phone Number], Email: [Employee Email Address], Emergency Contact: [Emergency Contact Name], Phone: [Emergency Contact Phone Number]

2. Position

The Employee is hired as a full-time Office Assistant, not interchangeable with administrative assistant, clerk, or secretary roles.

Duties may include, but are not limited to:

  • Managing office communications (phone, email, mail handling)
  • Document preparation and filing
  • Scheduling and calendar management
  • Visitor reception
  • Supply and inventory control
  • Photocopying
  • Data entry
  • Operating standard office equipment
  • Assisting with meeting logistics
  • Handling confidential correspondence
  • Basic bookkeeping or petty cash responsibilities (if assigned)
  • Providing general support to management and employees

Specialized Requirements:

  • Option A: Proficient in Microsoft Office Suite.
  • Option B: Experience with [Specific Software].
  • Option C: Adherence to company record-keeping standards outlined in [Document Name].
  • Option D: Other: [Describe other specialized requirements].

3. Work Schedule

Full-time, typically 35-40 hours per week.

Regular Work Hours: [Start Time] - [End Time], Monday - Friday.

Work Location: [Company Address]

Remote Work:

  • Option A: No remote work permitted.
  • Option B: Occasional remote work may be permitted with prior approval from [Supervisor Name]. Employee must maintain secure communication methods and protect company information while working remotely.

After-Hours Availability:

  • Option A: Not required.
  • Option B: May be required on occasion with advance notice.

4. Compensation

  • Option A: Hourly Wage: [Dollar Amount] per hour.
  • Option B: Salaried Wage: [Dollar Amount] per year.

Pay Frequency: [Weekly, Bi-weekly, Semi-monthly, Monthly]

Method of Wage Payment: [Direct Deposit, Check]

Overtime Pay: Employee will be paid at 1.5 times their regular rate for all hours worked over 40 in a workweek, in accordance with Pennsylvania law. Reference Pennsylvania Minimum Wage Act.

5. Benefits

Health Insurance:

  • Option A: Employer provides health insurance coverage. Details outlined in the employee benefits package.
  • Option B: Employer does not provide health insurance coverage.

Dental Insurance:

  • Option A: Employer provides dental insurance coverage. Details outlined in the employee benefits package.
  • Option B: Employer does not provide dental insurance coverage.

Vision Insurance:

  • Option A: Employer provides vision insurance coverage. Details outlined in the employee benefits package.
  • Option B: Employer does not provide vision insurance coverage.

Retirement Plan:

  • Option A: Employer offers a 401(k) plan. Details outlined in the employee benefits package.
  • Option B: Employer does not offer a retirement plan.

Paid Vacation Days: [Number] days per year. Accrual and usage policies apply as detailed in the employee handbook.

Paid Sick Days: [Number] days per year. Accrual and usage policies apply as detailed in the employee handbook. Adherence to Philadelphia/Pittsburgh sick leave ordinances if applicable.

Paid Holidays: [List of Holidays]

Unpaid Leave: Unpaid family and medical leave will be provided in accordance with the Family and Medical Leave Act (FMLA) and any applicable Pennsylvania state provisions.

Workers' Compensation: Employee is covered by workers' compensation insurance as required by Pennsylvania law. Notice of workers' compensation coverage is provided separately.

Other Benefits:

  • Option A: Commuter/Transit Benefits: [Describe benefits].
  • Option B: Professional Training: Employer will provide [Describe training opportunities].
  • Option C: Employee Assistance Program: [Describe EAP].

6. Confidentiality and Data Security

Employee agrees to safeguard all employer and third-party confidential information, client data, sensitive physical and electronic files, and internal communications.

Employee will properly dispose of/shred confidential records.

Employee will not share confidential information outside the organization.

Employee will adhere to all applicable state privacy laws.

7. Intellectual Property

All memos, forms, reports, and other work product created by the Employee during their employment are the property of the Employer.

  • Option A: Employee may not use materials or processes developed on the job after separation.
  • Option B: [Describe limitations on use of intellectual property after employment]

8. Compliance with Policies

Employee will comply with all employer policies, Pennsylvania workplace rules, and any industry-specific procedures.

Employee will adhere to the employer's anti-harassment, anti-discrimination, and equal employment opportunity policies, reflecting the Pennsylvania Human Relations Act (PHRA).

9. At-Will Employment

Employment is at-will. The Employer or Employee may terminate the employment relationship at any time, with or without cause or notice, except as set forth by law or specific company policy.

10. Termination

Voluntary Resignation: Employee must provide [Number] weeks written notice. Employee will cooperate with the transition of duties. Final paycheck will be issued according to Pennsylvania law.

Employer-Initiated Termination: May occur for performance, misconduct, layoff, redundancy, or other legitimate business reasons. Employer will provide documentation as required. Employer adheres to anti-retaliation practices.

Final Paycheck: Final paycheck will be delivered within the next regular pay period, as required by Pennsylvania law.

Return of Property: Employee must return all employer property upon termination. Employee must purge or return all company and client files.

11. Reporting Structure

Employee reports directly to [Supervisor Name], [Supervisor Title].

Chain of Supervision: [Describe chain of supervision].

Expectations for regular meetings and performance reviews will be discussed with the Employee's supervisor.

12. Workplace Conduct

Employee will maintain punctuality, professional attire, and respectful communication with staff and visitors.

Use of personal devices must comply with company policy.

13. Background Checks

  • Option A: Employment is contingent upon successful completion of a background check.
  • Option B: No background check required.

14. Workplace Safety

Employee will follow all Pennsylvania Occupational Safety and Health (OSHA) rules and regulations.

Employee will report any workplace hazards.

Employee will maintain a clean and safe workplace.

Employee will comply with all COVID-19 or other public health requirements as may be required.

15. Non-Competition/Solicitation

  • Option A: No non-compete or non-solicitation agreement is required for this position.
  • Option B: Employee agrees to the following non-compete and non-solicitation restrictions, which are deemed reasonable in duration, geographic scope, and narrowly tailored to protect legitimate business interests: [Describe restrictions, including duration, scope, and affected parties/activities]. Restrictions must be reasonable under Pennsylvania law.

16. Dispute Resolution

Any disputes arising out of or relating to this agreement will be subject to the following dispute resolution process:

  • Internal Complaint Process: Employee must first attempt to resolve the dispute through the Employer's internal complaint process.
  • Option A: Mediation: If the internal complaint process is unsuccessful, the parties agree to attempt to resolve the dispute through mediation in Pennsylvania.
  • Option B: Arbitration: If mediation is unsuccessful, the parties agree to resolve the dispute through binding arbitration in Pennsylvania.

Pennsylvania law governs this agreement, and venue for any legal action will be in [County Name] County, Pennsylvania.

  • Option A: Prevailing Party: The prevailing party in any legal action will be entitled to recover its reasonable attorneys’ fees and costs.
  • Option B: Each party will bear its own attorneys’ fees and costs.

17. Notices

All notices under this agreement must be in writing.

Acceptable methods of notice: email, mail, in person.

Designated Contact for Employee: [Supervisor Name], [Supervisor Title], [Supervisor Email]

Designated Contact for Employer: [HR Contact Name], [HR Contact Title], [HR Contact Email]

18. Entire Agreement

This agreement constitutes the entire agreement between the parties and supersedes all prior oral or written understandings.

This agreement is governed by the laws of the Commonwealth of Pennsylvania.

This agreement may be modified only by a signed written amendment.

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

Employee Signature: ____________________________ Date: ____________

Employer Signature: ____________________________ Date: ____________

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