Administrative Assistant – Accounts Payable & Accounts Receivable

School Summary

New Mexico Connections Academy (NMCA) is a tuition-free, virtual public school serving students in grades 4-12 throughout the state. The school is authorized by the New Mexico Public Education Commission and governed by an independent Governing Council. The school is operated by New Mexico Connections Academy, a government entity, to provide its educational program and other services. NMCA is accredited by the North Central Association Commission on Accreditation and School Improvement an accrediting division of AdvancED.

New Mexico Connections Academy strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity.

Position Summary

New Mexico Connections Academy is seeking a highly organized, detail-oriented Administrative Assistant to support the Business Services Department. This in-person position is responsible for managing accounts payable and accounts receivable processes, auditing staff travel expenses and providing exceptional customer service while maintaining accurate financial records. The ideal candidate is dependable, efficient, and able to manage multiple priorities in a fast-paced environment.

Essential Responsibilities

• Process accounts payable, including reviewing invoices, obtaining approvals, and ensuring timely payments.
• Process accounts receivable, including invoicing, receipt of payments, deposits, and account reconciliation.
• Audit and review staff travel expense reports to ensure compliance with school policies and reimbursement procedures.
• Maintain accurate financial records and documentation in accordance with school and organizational procedures.
• Assist with monthly financial reconciliations and reporting.
• Respond to vendor, staff, and stakeholder inquiries regarding payments, reimbursements, and account status.
• Prepare purchase orders and monitor expenditures as assigned.
• Maintain organized electronic and paper filing systems.
• Ensure confidentiality of financial and employee information.
• Collaborate with school leadership and Business Services staff to support daily operations.
• Perform other duties as assigned.

Required Qualifications

• Experience working in Business Services is required.
• Previous experience with accounts payable and accounts receivable.
• Strong understanding of financial processes, recordkeeping, and reconciliation.
• Excellent organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Proficiency with Microsoft Office Suite, particularly Excel, and the ability to learn financial software systems.
• High school diploma or equivalent required; associate's degree in Business, Accounting, Finance, or a related field preferred.

Preferred Qualifications

• Experience working in a school district, charter school, or educational organization.
• Knowledge of purchasing procedures and financial compliance requirements.
• Experience with accounting or enterprise resource planning (ERP) software.
• Ability to obtain and maintain Certified Procurement Officer (CPO) certification.

Working Conditions

• This is an in-person position based at the school office.
• Occasional lifting of materials and supplies weighing up to 30 pounds may be required.
• Occasional travel may be required for meetings or training.

Knowledge, Skills, and Abilities

• Strong customer service and interpersonal skills.
• Ability to work independently while collaborating effectively with a team.
• High level of professionalism, integrity, and confidentiality.
• Strong analytical, problem-solving, and organizational skills.
• Ability to manage competing priorities while maintaining a high level of accuracy.

Why Join NMCA?

At New Mexico Connections Academy, we are committed to providing outstanding service to our students, families, and staff. We are looking for a team member who values collaboration, accountability, and attention to detail while supporting the financial operations that help our school succeed.