Payroll and Finance Associate

American International School - Riyadh; Riyad Al Khabra; On-site; SAR 150,000 - 200,000; Full time

Job summary

A reputable international school in Riyadh seeks a Payroll Administrator & Finance Associate responsible for payroll processing and general finance functions. The role demands meticulous attention to detail, strong communication skills, and proficiency in technology. Candidates must have at least two years of bookkeeping experience and high-level English speaking skills. The position offers a 200-day contract with fixed working hours from Sunday to Thursday.

Qualifications

• 2+ years bookkeeping/accounting experience required.
• High-level English proficiency is essential.
• Arabic speaking skills considered an advantage.

Responsibilities

• Process payroll monthly for compliance with policies.
• Verify timesheets for accurate payroll processing.
• Maintain payroll records for various staff categories.
• Support with annual payroll audits and inquiries.

Skills

Attention to detail

Communication skills

Customer service orientation

Technology proficiency

Problem-solving

Education

University Degree / College Diploma (Business preferred)

Job description

AIS-R Payroll Administrator & Finance Associate

Purpose of the Position

The Payroll Administrator & Finance Associate plays a vital role in ensuring the accurate and timely processing of employee payroll and the smooth and efficient operation of AIS-R's financial transactions. This combined position is responsible for processing of all school payrolls and provides essential support across various general finance and accounting functions. This role requires strong attention to detail, excellent organizational and customer service skills, and the ability to work effectively with various members of the AIS-R community.

Qualifications and Desirable Attributes

• University Degree / College Diploma (Business credits preferred).
• Minimum of two (2) years of previous bookkeeping / accounting experience is a must.
• Well-developed technology skills and competencies.
• Excellent communication skills, both oral and written.
• High-level English speaking proficiency is required.
• Strong customer service orientation, positive and approachable attitude.
• Strong discretion and handling information carefully without bias and interpretation.
• Self-motivated and directed as a professional.
• Demonstrated ability to uphold confidentiality and protect sensitive information.
• Arabic speaking skills will be considered an advantage.

Competencies

• Accuracy and Attention to Detail: Demonstrates meticulous attention to detail and ensures accuracy in all transactions and records.
• Cash Handling & Reconciliation: Proficient in handling cash, performing reconciliations, and managing cash-related processes.
• Customer Service and Relational Skills: Approachable and provides excellent customer service to internal staff, students, parents, and vendors. Displays positive attitude and patience.
• Communication (Written & Verbal): Communicates clearly and effectively, both orally and in writing.
• Problem-Solving: Identifies and resolves discrepancies and issues effectively and proactively.
• Time Management & Organization: Effectively manages time, prioritizes tasks, and meets deadlines.
• Technology Proficiency: Demonstrates proficiency in relevant software and technology platforms.
• Strong Discretion: Maintains strict confidentiality and upholds data protection standards, ensuring that sensitive or private information is never shared or discussed with anyone who is not authorized.
• Teamwork, cooperation, and collaboration: Works effectively with others, remains flexible and adaptable, and actively supports the goals of the Finance Department and the school.

Reports to

Director of Finance

Performance Responsibilities

Payroll Administration

• Payroll Processing & Management.
• Process monthly payroll for all employee categories in full compliance with school policies and local labor regulations.
• Verify, review, and accurately record monthly timesheets for substitute, temporary, and contract staff to ensure timely and accurate payroll processing.
• Generate and review direct deposit files, conduct required checks and balances, and upload payroll files to the bank.
• Review bank statements for returned salaries, process returned amounts, and record entries in the financial system.
• Ensure timely payment of all employee benefits (insurance, allowances, etc.) in line with HR procedures.
• Prepare and submit the monthly Wage Protection System (WPS) file to HR.
• Process stipends, bonuses, professional reimbursements, and incentive payments.
• Calculate and process final settlements for departing employees, including final salary, accrued benefits, severance / End of Service (EOS), withheld funds, and applicable refunds.
• Issue, void, and reissue payroll checks; manage manual and online bank transfers.
• Arrange cash payments and prepare related petty cash vouchers with supporting documentation.
• Troubleshoot payroll system errors and collaborate with HR to ensure the accuracy of employee data.

Record Keeping & Reconciliation

• Maintain and reconcile records of staff loans, salary advances, and tuition fee deductions, ensuring timely recovery of all outstanding advances.
• Maintain accurate and up-to-date payroll records for outsourced, subcontracted, substitute, ALPS teachers, and temporary staff.
• Maintain detailed Retirement Plan records, tracking employee and employer contributions and monthly interest accruals.
• Ensure proper documentation of all payroll records and filing within individual personnel files.

Annual & Periodic Tasks

• Conduct annual sick leave reconciliation and manage year-end rollover.
• Calculate and process the annual good attendance bonus.
• Prepare annual statements of earnings for U.S. employees and other required earning statements.
• Prepare year-end payroll accrual entries.
• Support annual payroll audits by providing required reports, documentation, and explanations.
• Assist employees with payslip inquiries and provide accurate, timely responses.
• Work closely with the Senior Accountant to meet KPI deadlines and objectives.

Finance Associate Responsibilities

• Fixed Assets Management.
• Maintain and update the fixed asset register and schedules in alignment with the general ledger.
• Prepare monthly book value and depreciation reports.
• Track capital expenditure and manage movement of equipment and property.
• Process asset additions, disposals, and year-end adjustments.
• Provide required documentation and clarification during annual financial audits.
• General Finance Support.
• Collaborate proactively with the Finance team, faculty, staff, and school leadership on financial matters.
• Work closely with the Senior Accountant to meet KPI deadlines and objectives.
• Assist in collecting payments (tuition, cafeteria, activities, etc.) and provide front-desk cashier support when required.
• Participate in annual inventory counts of the warehouse and resource room.
• Support the Finance Office during peak periods by applying payments in the financial system, following up on overdue fees with parents and companies, and responding to customer account inquiries.
• Assist in managing Finance Office email correspondence.
• Provide cashier support during peak seasons or when the cashier is absent.
• Generate financial reports and statements for internal use.
• Assist in general financial management, analysis, and other tasks as assigned.
• Maintain strict confidentiality of all financial and personnel information.
• Commit to ongoing learning and effective use of AIS-R technology platforms and finance systems.
• Perform other tasks as assigned by the Director of Finance.

Terms of Employment

Salary will be assigned from the Classified Salary Schedule; 200 day contract.

Learning and Growth

Performance will be evaluated in accordance with school policy by the designated supervisor.

Additional Requirements

• All Administrative associate positions at AIS-R are locally hired / non-sponsored positions. This means that the most important criteria we consider when seeking qualified candidates is that they are currently residing in Riyadh under spouse sponsorship and will not require sponsorship now or in the future.
• Please also note that AIS-R work hours are fixed: Sunday - Thursday from 8 : 00 am - 4 : 30 pm and 5 : 00 pm on Tuesdays. We kindly ask anyone interested in joining our school community to carefully consider their place of residence and the time needed to commute, as Riyadh traffic can be challenging.