Virginia HR assistant employment contract template

Virginia HR Assistant Employment Contract

This Virginia HR Assistant Employment Contract (the “Agreement”) is made and entered into as of [Date of Signing] by and between [Employer Name], a [State of Incorporation] corporation with its principal place of business at [Employer Address] (“Employer”), and [Employee Name], residing at [Employee Address] (“Employee”).

1. Position

• Option A: The Employer hereby employs Employee as a full-time HR Assistant.
• Option B: The Employer hereby employs Employee as a part-time HR Assistant.

The position reports to [Reporting Manager Title, e.g., HR Manager, HR Director].

2. Duties and Responsibilities

• Option A: Employee's duties shall include, but not be limited to:
  • Maintaining confidential employee files in compliance with Virginia and federal law.
  • Assisting with recruitment, onboarding, and new hire orientation.
  • Processing employment documentation and supporting benefits/payroll administration.
  • Monitoring timekeeping and facilitating employee communications.
  • Managing HR databases/software systems (including [Specific HRIS System Name, if applicable]).
  • Handling administrative HR requests and ensuring documentation/record-keeping standards.
  • Assisting with compliance audits and preparing reports for HR management.
  • Supporting workplace investigations as required.
• Option B: [List alternative or reduced duties here]

3. Work Location

• Option A: The primary work location is [Employer Office Address] in Virginia.
• Option B: The employee will work under a hybrid model, working [Number] days per week from the Virginia office and [Number] days remotely. Employer will provide secure equipment for handling sensitive personnel data. Employee agrees to adhere to all data privacy requirements when working remotely.
• Option C: Remote work only, residing in [Employee State].

4. Employment Status and Work Hours

• Option A: Employment is full-time. Weekly working hours are 40, Monday through Friday.
• Option B: Employment is part-time. Weekly working hours are [Number], [Days of Week].

Employee is entitled to [Number] minutes for lunch and [Number] minutes of breaks per day.

All overtime must be pre-approved in writing by [Manager Title]. Overtime will be compensated at a rate of 1.5 times the regular hourly rate as required by the FLSA.

5. Compensation

• Option A: The annual salary is [Dollar Amount], payable bi-weekly via direct deposit.
• Option B: The hourly rate is [Dollar Amount], payable bi-weekly via direct deposit.

Employee is eligible for overtime pay as mandated by the FLSA.

Employee may be eligible for a bonus based on performance, as determined by Employer.

The salary will be reviewed annually and may be adjusted based on performance and market conditions.

6. Benefits

Employee is eligible for the following benefits:

• Health insurance (details outlined in the Employee Handbook).
• Dental and vision insurance options.
• 401(k) retirement plan.
• Life insurance.
• [Number] days of paid vacation per year.
• Paid holidays recognized by [Employer Name].
• [Number] days of sick leave per year.
• Parental/family leave in accordance with state and federal law (FMLA eligible if requirements met).
• Allowance of up to [Dollar Amount] per year for professional HR training/certification reimbursement.
• Employee Assistance Program.

Details about these benefits are described in the Employee Handbook.

7. Confidentiality

Employee acknowledges that they will have access to confidential employee and company information.

Employee agrees to maintain the confidentiality of all such information both during and after employment, in accordance with Virginia law.

8. Intellectual Property

All work product, materials, handbooks, forms, and internal policies developed by Employee during employment shall be the sole property of the Employer.

9. Outside Employment/Conflict of Interest

Employee agrees not to engage in any outside employment or activity that creates a conflict of interest with Employer. Providing HR consulting services or working for staffing agencies is prohibited without written consent.

10. Non-Solicitation

• Option A: During employment and for a period of [Number] months following termination, Employee agrees not to solicit employees, customers, or vendors of Employer.
• Option B: [Omit if no non-solicitation agreement is desired]

11. At-Will Employment

Employment is at-will, meaning either party may terminate the relationship at any time, with or without cause or notice (except as otherwise outlined in this agreement).

12. Termination

• Option A: Employer may terminate employment immediately for cause, including, but not limited to, breach of confidentiality or gross misconduct.
• Option B: In the event of termination by the Employer without cause, [Number] weeks' notice will be provided.

Final pay will be provided no later than the next regular pay date following termination, as required by Virginia law.

Employee must return all company property upon termination.

13. Dispute Resolution

Any disputes arising out of this Agreement shall be resolved through internal complaint procedures, then mediation. If mediation fails, disputes may be resolved through arbitration or litigation. Virginia law shall govern and the venue for any legal action shall be [City/County], Virginia.

14. Anti-Discrimination and Harassment

Employer is committed to a workplace free of discrimination and harassment, as defined by the Virginia Human Rights Act and federal law (Title VII, ADA, ADEA, etc.).

Employer prohibits discrimination based on race, color, religion, national origin, sex, pregnancy, childbirth or related conditions, age over 40, marital status, veteran status, disability, sexual orientation, and gender identity.

Any complaints of discrimination or harassment should be reported to [Manager Title or HR Contact].

15. Compliance with Virginia Law

Employee agrees to comply with all applicable Virginia wage transparency, paystub, and personnel file access laws.

Employee agrees to comply with E-Verify and I-9 procedures.

16. Training

Employee will participate in mandatory training on workplace safety (Virginia Occupational Safety and Health) and other required topics.

17. Professional Conduct

Employee will maintain a high standard of professional conduct, ethical handling of complaints/investigations, and prompt response to internal requests.

18. Workplace Technology and Information Security

Employee agrees to comply with all company policies regarding workplace technology, email, and information security, particularly concerning confidential HR documents.

19. Amendments

Employer may amend this Agreement as necessary to align with business needs. Any updates will be made in writing and acknowledged by both parties.

20. Acknowledgement of Handbook

Employee acknowledges receipt of and agreement to the Employee Handbook and all HR-specific policies as a condition of 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]