Virginia office assistant employment contract template

Virginia Office Assistant Employment Contract

This Virginia Office Assistant Employment Contract (the “Agreement”) is made and entered into as of [Date] by and between:

Employer:

• [Employer Legal Name]
• [Employer Address]
• [Employer Phone]
• [Employer Email]

and

Employee:

• [Employee Legal Name]
• [Employee Address]
• [Employee Phone]
• [Employee Email]

1. Position

• The Employer hires the Employee as a full-time Office Assistant.
• Option A: The Employee accepts this employment.
• Option B: The Employer and Employee agree that the terms of this agreement are contingent on the Employee successfully passing a background check.

2. Job Duties

• The Employee's duties include, but are not limited to:
  • Answering and directing phone calls.
  • Scheduling appointments and managing calendars.
  • Managing incoming and outgoing correspondence (physical and electronic).
  • Filing and maintaining records (physical and digital).
  • Preparing and proofreading documents.
  • Managing office supply inventory and ordering.
  • Supporting office equipment (copiers, printers, fax machines).
  • Handling mail and deliveries.
  • Maintaining client/vendor communications as delegated.
  • Data entry.
  • Compliance with internal filing and organizational protocols.
  • Providing administrative support to various departments as assigned.
• The employee will be required to demonstrate proficiency in:
  • Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • [Specific Office Management System Name, if applicable].
  • Minimum typing speed of [Number] words per minute.
  • Other: [List any other required skills or software].

3. Work Site

• The Employee's primary work site is located at [Employer Virginia Office Address].
• The employee will be working on-site.
• Option A: The employee will be required to have on-site training for [Number] days.
• Option B: Telecommuting/remote work is [Permitted/Not Permitted] according to the Employer's telecommuting policy. [Specify any remote work arrangements or restrictions].

4. Work Hours

• Employment is full-time.
• Regular working hours are [Start Time] to [End Time], Monday through Friday.
• The standard workweek is [Number] hours.
• Minimum Weekly hours are [Number].
• Maximum weekly hours are [Number].
• Overtime:
  • Overtime is eligible according to Virginia and federal FLSA rules.
  • Overtime requires advance authorization from [Supervisor/Manager Name].
• Breaks:
  • Employee will receive a [Number]-minute unpaid meal break.
  • Employee will receive [Number] paid rest breaks of [Number] minutes each.

5. Compensation

• The Employee will be compensated at a(n):
  • Option A: Annual salary of [Dollar Amount].
  • Option B: Hourly rate of [Dollar Amount] per hour.
• Payment Schedule:
  • Option A: Weekly.
  • Option B: Bi-weekly.
  • Option C: Monthly.
• Method of Payment: [Direct Deposit/Check].
• Overtime will be paid at 1.5 times the regular rate for all hours worked over 40 in a workweek, as required by law.
• The salary or hourly rate will be compliant with Virginia's minimum wage law.

6. Benefits

• The Employer offers the following benefits:
  • Health insurance: [Offered/Not Offered].
  • Vision insurance: [Offered/Not Offered].
  • Dental insurance: [Offered/Not Offered].
  • Retirement contributions: [Offered/Not Offered, and specify details if offered].
  • Paid vacation leave: [Number] days per year.
  • Paid sick leave: [Number] days per year.
  • Holiday schedule: [Specify holidays or refer to the company holiday schedule].
  • Short-term disability: [Offered/Not Offered].
  • Long-term disability: [Offered/Not Offered].
  • Life insurance: [Offered/Not Offered].
  • Fringe benefits: [Transportation stipend/Uniform allowance/Professional development reimbursement/Employee assistance program/Other – specify].

7. Supervision and Reporting

• The Employee will report to [Supervisor Name and Title].
• Protocols for escalating workplace or administrative issues: [Describe the process].

8. Confidentiality and Data Privacy

• The Employee will have access to confidential information, including [Specify types of information, e.g., personnel data, client lists, financial records].
• The Employee is obligated to maintain the confidentiality of this information during and after employment.

9. Intellectual Property

• All work product and documents generated during the course of employment are the property of the Employer.
• The Employee is prohibited from removing or using original Employer documents for personal purposes.

10. Company Property

• The Employee is responsible for the use, care, and return of company property, including [Office keys/Identification badge/Computer equipment/Other].
• The Employer is not liable for personal property brought to work by the Employee.

11. Workplace Conduct

• The Employee is expected to adhere to the Employer's codes of workplace conduct, including attendance expectations, appropriate business attire, and anti-harassment and anti-discrimination policies.
• Equal Opportunity Employer: [Include Equal Opportunity statement compliant with Virginia law].

12. Use of Employer Communication Systems

• The Employee's use of Employer email, internet, and communication systems is subject to the Employer's policies, including restrictions on personal use and social media statements.
• The Employee must adhere to security protocols, including password protection and document shredding requirements.

13. Background Checks and Testing

• [Background check/Drug testing/Reference verification] is required.
• [Include disclosure and consent language as mandated by Virginia law].

14. At-Will Employment

Employment is at-will, meaning either party may terminate the relationship at any time, with or without cause or notice, subject to the notice provisions below.

15. Termination

• Voluntary Resignation: The Employee must provide [Number] weeks' written notice of resignation.
• Employer-Initiated Termination: [Describe grounds for termination].
• Upon termination, the Employee must return all company property.
• Final wages will be paid in accordance with Virginia's prompt payment laws.
• [Specify severance provisions, if any].
• The Employer will provide a COBRA/benefit continuation notice.

16. Dispute Resolution

• The Employer and Employee agree to attempt to resolve any disputes through [Internal complaint/grievance procedures/Mediation/Arbitration] before pursuing litigation.
• Virginia law and venue shall govern all disputes.

17. Waiver and Integration

• This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements and understandings, whether written or oral.
• This Agreement may be amended only in writing and signed by both parties.

18. Workers' Compensation and Workplace Safety

• The Employer complies with Virginia workers' compensation statutes.
• The Employer provides workplace safety training in line with Virginia OSHA guidelines.
• Procedures for reporting workplace injuries or hazards: [Describe the procedure].

19. Personnel Records

The Employee has the right to inspect their personnel records under prescribed circumstances per Virginia law.

20. Family and Medical Leave

[If applicable, include provisions concerning leave under the federal Family and Medical Leave Act (FMLA) or Virginia Human Rights Act].

21. Additional Provisions

• [Include any additional provisions specific to the sector or the employer's unique policies].
• [Space for custom policies specific to the Office Assistant's duties and the employer's operational environment].

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

____________________________

[Employer Legal Name]

By: ____________________________

[Employer Representative Name and Title]

____________________________

[Employee Legal Name]