Washington office assistant employment contract template

Washington Office Assistant Employment Contract

This Full-Time Office Assistant Employment Contract is made and entered into as of [Date] by and between:

• [Employer Legal Name], a [State of Incorporation] corporation with its principal place of business at [Employer Address] ("Employer"), and
• [Employee Legal Name], residing at [Employee Address] ("Employee").

1. Position

• The Employer hereby employs the Employee as an Office Assistant.
• Duties:
  • Managing correspondence (mail, email, faxes).
  • Scheduling and calendar management for [Name of Supervisor].
  • Document preparation, including formatting, editing, and proofreading.
  • Filing and recordkeeping according to office protocols.
  • Supply ordering and inventory management.
  • Visitor and reception duties, including answering phones and greeting clients.
  • Organizing meetings and events.
  • Data entry and database management.
  • Handling confidential information.
  • Operating and maintaining office equipment.
  • Supporting accounting and purchasing functions.
  • Assisting multiple departments or supervisors as required.
• Required Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google Workspace.
  • Familiarity with digital record-keeping systems (e.g., [Specific Software]).
  • Basic knowledge of Washington data retention laws for business records.

2. Work Location

• Option A: The Employee's primary work location shall be the Employer's office(s) located in [City, Washington].
• Option B: The Employee's work location shall be the Employer's office(s) located in [City, Washington] with the following telework/hybrid provisions: [Specify Telework/Hybrid Provisions, e.g., Two days per week remote]. Compliance with Washington’s Secure Remote Worker guidance is required for all offsite work.

3. Employment Status and Work Hours

• Employment Status: Full-time.
• Standard Work Hours:
  • Option A: Monday – Friday, 8:00 AM to 5:00 PM.
  • Option B: [Specify Days of Week], [Start Time] to [End Time].
• Overtime: Employee is [Exempt/Non-Exempt] from overtime pay under Washington law. If non-exempt, Employee shall be compensated at time-and-a-half for all hours worked over 40 in a workweek.
• Rest and Meal Breaks: Employee shall be provided with a 10-minute paid rest break for every 4 hours worked and a 30-minute unpaid meal period for shifts of 5 or more hours, as required by Washington State Department of Labor & Industries. Employee is responsible for tracking and reporting their own break times.

4. Compensation

• Option A: The Employee shall be paid an hourly wage of [Dollar Amount] per hour.
• Option B: The Employee shall be paid an annual salary of [Dollar Amount].
• Payment Frequency and Method: Employee shall be paid [Weekly/Bi-Weekly/Monthly] via [Direct Deposit/Check].
• Compliance: This compensation complies with Washington state minimum wage requirements, including any applicable local minimums (e.g., Seattle). Overtime pay will be calculated as required by law. The final paycheck upon termination will be provided in accordance with Washington law.

5. Benefits

• Health Insurance: Employer shall contribute [Percentage or Dollar Amount] towards the Employee's health, dental, and vision insurance premiums.
• Washington State Paid Family and Medical Leave (PFML): Employer and Employee contributions to PFML will be made as required by Washington law.
• WA Cares Fund: Employee contributions to WA Cares will be made as required by Washington law.
• Retirement Plan:
  • Option A: Employer offers a 401(k) plan and will match employee contributions up to [Percentage] of the employee's salary.
  • Option B: Employer does not offer a retirement plan.
• Paid Sick Leave: Employee shall accrue paid sick leave at a rate of at least one hour per 40 hours worked, as required by Washington law.
• Paid Vacation and Holidays:
  • Employee shall accrue [Number] days of paid vacation per year.
  • Employee shall be entitled to [Number] paid holidays per year, which include: [List of Holidays].
• Paid Safe and Sick Time: Employee is entitled to use accrued paid sick leave for safe and sick time purposes as defined by Washington law.
• Other Leave: Employee is eligible for leave as required by Washington law, including domestic violence leave, jury duty, bereavement leave, and accommodations for victims of sexual assault.

6. Training

• Onboarding training.
• Safety and compliance training, including WISHA (Washington Industrial Safety and Health Act) requirements.
• Ongoing professional development opportunities relevant to the Office Assistant role, such as customer service, advanced document management, or records retention best practices under Washington regulations.
• Training to comply with workplace harassment and discrimination prevention laws.

7. Confidentiality

• Employee agrees to protect the confidentiality of all business, customer, and employee information.
• Employee will use secure email and strong passwords for all company accounts.
• Employee will comply with Washington consumer data privacy requirements (RCW 19.255.010 and related statutes).
• Employee will follow established document destruction protocols for confidential information.

8. Workplace Conduct

• Employee shall maintain a professional demeanor, be punctual, and adhere to the company dress code.
• Employee shall interact with guests and vendors in a courteous and professional manner.
• Employee shall adhere to the company's social media, communication, and technology use policies.

9. Reporting Structure

• Employee will report directly to [Name of Supervisor], [Supervisor Title].
• Employee is expected to integrate with the [Department Name] team.
• Employee is required to attend staff meetings as scheduled.

10. Company Property

• Employee is responsible for the proper care and use of all company property issued to them, including access cards, phones, and computers.
• Upon termination of employment, Employee shall return all company property in good working condition.

11. Intellectual Property

• All works prepared by the Employee in the performance of their administrative functions, including documents, templates, and spreadsheets, are the property of the Employer.
• Employee shall not use such works outside the company context without the Employer's written consent.

12. Non-Solicitation

• Employee agrees not to solicit employees or customers of the Employer for a period of [Number] months following termination of employment.

13. At-Will Employment and Termination

• This employment is at-will, meaning that either the Employer or the Employee may terminate the employment relationship at any time, with or without cause or notice, subject to the requirements of Washington law.
• Termination Procedures:
  • Voluntary Resignation: Employee is requested to provide [Number] weeks' written notice of resignation.
  • Employer-Initiated Termination: Employer may terminate employment at any time, subject to the requirements of Washington law.
  • Unused PTO Payout: Eligibility for payout of unused PTO upon termination will be determined according to company policy and Washington law.
  • Final Paycheck: Employee will receive their final paycheck on their final day of employment, as required by Washington law.

14. Anti-Harassment and Anti-Discrimination

• Employer prohibits harassment and discrimination based on race, color, national origin, sex, sexual orientation, gender identity, religion, age, disability, veteran status, or any other protected class under Washington Law Against Discrimination (RCW 49.60).
• Employee is required to promptly report any incidents of harassment or discrimination to [Designated Person/Department]. All complaints will be investigated promptly and thoroughly.

15. Workplace Health and Safety

• Employee shall adhere to all Washington workplace health and safety regulations (WISHA).
• Employee is required to report unsafe conditions to [Designated Person/Department].
• Employee will participate in required ergonomics training and workplace violence prevention training.

16. Workers' Compensation Insurance

• Employer maintains workers' compensation insurance as required by Washington law.
• Employee is entitled to benefits under Washington’s L&I system for any workplace injury.

17. Mandatory Disclosures

• Employee acknowledges receipt of the "Your Rights as a Worker" pamphlet required by Washington State law.

18. Grievance Procedure

• Any workplace grievances or disputes should be addressed through the following resolution procedures: [Describe Escalation Path, e.g., Supervisor, HR, Mediation, Arbitration].
• This contract shall be governed by and construed in accordance with the laws of the State of Washington. Venue for any legal disputes shall be in [County] County, Washington.

19. E-Verify and Background Check

• Employee confirms their eligibility to work in the United States and agrees to comply with E-Verify requirements.
• Employee agrees to submit to a background check and fingerprinting, if required for this position and in accordance with Washington statutes.

20. Policy Updates

• The Employer may update policies from time to time.
• Employee will be notified of any changes to the employee handbook or compliance rules and will be required to acknowledge receipt.

21. Amendments

• All waivers and amendments to this agreement must be in writing and signed by both parties.

22. Personal Information Privacy

• Employer will handle and store Employee’s personal information in accordance with Washington-specific consumer and employee data privacy rules.

23. Accessibility Accommodations

• The Employer will provide reasonable accommodations for specific employee or department needs in compliance with Washington law (e.g., accessibility accommodations, alternative schedules due to health, or religious observances).

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 Legal Name]

Signature: ____________________________

Date: [Date]