Pennsylvania office manager employment contract template

Pennsylvania Office Manager Employment Contract

This Pennsylvania Office Manager Employment Contract (the "Agreement") is made and entered into as of [Date], by and between [Employer Legal Name], a [State] [Entity Type] with its principal place of business at [Employer Address] ("Employer"), and [Employee Full Legal Name], residing at [Employee Address] ("Employee").

1. Employment

• Option A: Full-Time Employment
• Option B: At-Will Employment: Employer and Employee acknowledge that this is an "at-will" employment relationship, meaning either party may terminate the employment relationship at any time, with or without cause, and with or without notice, subject to any applicable Pennsylvania law.
• Option C: Probationary Period: Employee’s initial employment period will be a probationary period of [Number] months, commencing on the Effective Date. During the probationary period, the Employer will assess the Employee's performance and suitability for continued employment. The Employer may terminate the Employee's employment at any time during the probationary period without cause or notice.

2. Position

• Option A: Title: Office Manager
• Option B: Job Duties: Employee shall perform the following duties:
  • Oversee office operations and ensure a smooth and efficient workflow.
  • Maintain and procure office supplies.
  • Schedule and supervise administrative staff.
  • Manage facility vendors and contracts.
  • Enforce office safety and health standards per Pennsylvania OSHA requirements.
  • Administer employee records.
  • Ensure compliance with Pennsylvania Wage Payment and Collection Law (WPCL).
  • Handle accounts payable and receivable.
  • Oversee petty cash.
  • Manage mail and communications systems.
  • HR support functions including onboarding and documentation for new hires.
  • Maintain digital and paper filing systems in compliance with Pennsylvania’s privacy and document retention laws.
  • Coordinate office events and meeting logistics.
  • Report building or HR incidents in line with Pennsylvania workplace safety protocols.
  • Implement technology and software solutions relevant to office management.
  • Act as the point of contact for property management and local authorities.
  • Other duties as reasonably assigned.

3. Workplace Location

• Option A: Primary Location: The primary work location shall be [Office Address] in [City, PA].
• Option B: Remote Work: Employee may be required to perform some duties remotely as determined by Employer. The Employer reserves the right to modify or terminate remote work arrangements at any time.
• Option C: Travel: Employee may be required to travel to other locations within Pennsylvania as needed.

4. Work Schedule

• Option A: Standard Hours: The standard work schedule shall be Monday through Friday, [Start Time] to [End Time], with a [Length] minute meal break, totaling [Number] hours per week.
• Option B: Overtime: Overtime will be compensated in accordance with the Pennsylvania Minimum Wage Act and the Fair Labor Standards Act (FLSA). Employee is [Exempt/Non-Exempt] from overtime provisions. If Non-Exempt, overtime will be paid at a rate of one and one-half (1.5) times the Employee's regular hourly rate for all hours worked in excess of 40 in a workweek.
• Option C: Flexibility: The Employer may require Employee to work additional hours or adjust the work schedule as needed.

5. Compensation

• Option A: Base Salary: The Employee's base salary shall be [Amount] per [Year/Hour], payable [Frequency, e.g., bi-weekly].
• Option B: Payment Method: Payment will be made via [Direct Deposit/Check].
• Option C: Salary Increases: Salary increases, if any, will be determined based on performance and at the discretion of the Employer.
• Option D: Performance Bonus: Employee may be eligible for a performance-based bonus as determined by Employer based on meeting pre-defined goals. The details of any bonus plan will be provided separately.

6. Benefits

• Option A: Health Insurance: Employee will be eligible to participate in the Employer's health insurance plan after [Number] days of employment.
• Option B: Dental and Vision Insurance: Employee will be eligible to participate in the Employer's dental and vision insurance plan after [Number] days of employment.
• Option C: Life Insurance: Employee will be eligible for life insurance coverage as per the Employer's policy.
• Option D: Short-Term Disability: Employee will be eligible for short-term disability benefits as required by Pennsylvania law.
• Option E: Workers' Compensation: Employee will be covered by the Employer's workers' compensation insurance as required by the Pennsylvania Workers' Compensation Act.
• Option F: Paid Time Off (PTO): Employee will accrue PTO at a rate of [Number] days per [Year/Month]. Unused PTO may [Roll Over/Not Roll Over] subject to company policy.
• Option G: Holidays: Employee will be entitled to [Number] paid holidays per year as designated by Employer.
• Option H: Retirement Plan: Employee will be eligible to participate in the Employer’s 401(k) plan after [Number] months of employment.

7. Reporting Lines

• Option A: Reports To: The Employee shall report directly to [Job Title].
• Option B: Supervisory Responsibilities: The Employee shall supervise the following positions: [List of Positions].
• Option C: Decision-Making Authority: The Employee has the authority to make decisions regarding [Specific Areas] within the scope of their duties.

8. Confidentiality and Proprietary Information

• Option A: Confidential Information: Employee acknowledges that they will have access to confidential information including, but not limited to, business records, personnel files, vendor relationship details, trade secrets, employee or client personal information, and financial data.
• Option B: Non-Disclosure: Employee agrees to hold all confidential information in strict confidence and not to disclose it to any third party, or use it for their own benefit, either during or after employment.

9. Intellectual Property

• Option A: Ownership: All intellectual property created by the Employee during their employment, including policies, processes, handbooks, and tools, shall be the sole property of the Employer.
• Option B: Disclosure: Employee agrees to disclose to the Employer any inventions or consulting work outside of their employment that may relate to the Employer's business.

10. Information Security

• Option A: Data Protection: Employee shall protect and correctly handle confidential files, adhering to company data storage policies.
• Option B: Security Procedures: Employee shall follow specific procedures for handling sensitive information in accordance with Pennsylvania privacy laws, including the Pennsylvania Breach of Personal Information Notification Act.

11. Behavioral, Conduct, and Office Standards

• Option A: Compliance: Employee shall comply with all internal policies and procedures of the Employer.
• Option B: Professionalism: Employee shall maintain a high level of professionalism in all communications and interactions.
• Option C: Non-Discrimination: Employee shall adhere to policies prohibiting discrimination, harassment, and retaliation as defined under the Pennsylvania Human Relations Act.

12. Office Emergencies and Workplace Safety

• Option A: Emergency Procedures: Employee shall be familiar with and follow all office emergency procedures.
• Option B: Safety Compliance: Employee shall comply with all applicable Pennsylvania safety regulations and local ordinances.

13. Non-Solicitation and Non-Disclosure

• Option A: Non-Solicitation: During employment and for a period of [Number] months following termination, Employee shall not solicit employees, clients, or vendors of the Employer.
• Option B: Non-Compete: Employee agrees that for a period of [Number] months following termination, and within a [Number] mile radius of [Location], they will not engage in any business that directly competes with the Employer's business, provided this is enforceable under Pennsylvania law.

14. Termination

• Option A: Resignation: Employee shall provide [Number] weeks' written notice of resignation.
• Option B: Termination for Cause: Employer may terminate employment for cause, including but not limited to gross misconduct, breach of confidentiality, or violation of company policy.
• Option C: Final Pay: Final pay will be provided in accordance with the Pennsylvania Wage Payment and Collection Law (WPCL).
• Option D: Return of Property: Upon termination, Employee shall return all Employer property.
• Option E: Unemployment Benefits: Employee will be provided with information regarding eligibility for Pennsylvania unemployment benefits.

15. Dispute Resolution

• Option A: Internal Grievance: Employer encourages the use of internal grievance procedures to resolve workplace disputes.
• Option B: Governing Law: This Agreement shall be governed by the laws of the Commonwealth of Pennsylvania.
• Option C: Jurisdiction: Any legal action arising from this Agreement shall be brought in the courts of [County] County, Pennsylvania.

16. Compliance

• Option A: Required Postings: Employer will maintain all mandatory Pennsylvania state and local employment postings.
• Option B: Background Checks: Employment is contingent upon successful completion of a criminal background check, where legally permissible.

17. Equal Employment Opportunity

• Option A: EEO Statement: Employer is an equal opportunity employer and will not discriminate based on race, color, religion, sex, national origin, age, disability, or any other protected category under Pennsylvania and federal law.

18. Employee Handbook

• Option A: Acknowledgment: Employee acknowledges receipt of the Employee Handbook and agrees to comply with all policies contained therein.
• Option B: Policy Updates: Employer reserves the right to modify policies in the Employee Handbook at any time.

19. Business Expenses

• Option A: Reimbursement: Employee will be reimbursed for reasonable business expenses incurred in connection with their employment, subject to Employer's expense reimbursement policy and approval processes.

20. Professional Development

• Option A: Training: Employer supports ongoing training related to office management software, compliance, workplace safety, and Pennsylvania-specific HR topics.

21. Local Tax Withholding

• Option A: Taxes: Employee is responsible for all applicable Pennsylvania and local taxes, including municipal or city-specific taxes.

22. Entire Agreement

• Option A: Complete Agreement: This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements and understandings.
• Option B: Amendment: This Agreement may be amended only in writing signed by both parties.
• Option C: 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 WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.

[Employer Legal Name]

By: [Employer Representative Name]

Title: [Employer Representative Title]

[Employee Full Legal Name]

Signature: ____________________________

Date: ____________________________