FINA103: Expense Reimbursement Processor

About JerseySTEM

JerseySTEM is a nonprofit organization dedicated to providing STEM education to underserved communities across New Jersey. We currently serve 27 schools and are growing. Our small but mighty team of volunteers keeps operations running and we need your help.

Overview

Our current Expense Reimbursement Processor is stepping down at the end of June 2025. We need a reliable, detail-oriented volunteer to take over monthly check runs and expense reimbursements to ensure our instructors, program leads, and vendors are paid on time. This role is intentionally scoped to payment processing only; it does not involve approving expenses or managing our books so that we have appropriate internal financial controls.

Responsibilities

What You'll Do

• Process monthly expense reimbursements for board members, department heads, and instructors via bank’s Bill Pay functionality
• Review submitted expense reimbursement forms (Google Form / spreadsheet) and confirm each has been approved by the appropriate board member or department lead before payment
• Issue payments (checks mailed by the bank) and notify recipients of expected arrival dates
• Process monthly invoices from recurring vendors (e.g., background checks, classroom materials)
• Flag any unusual, unapproved, or duplicate submissions to the Finance Lead before processing
• Maintain a simple payment log each month for reconciliation purposes

What You Won't Do

To maintain proper financial controls, this role does not include:

• • Approving expense reports (done by board members / department leads)
  • Accessing or managing the savings account
  • QuickBooks entry or tax-related work
  • Signing authority on the bank account (view + bill pay access only)

Qualifications

• Organized and reliable because you'll own a monthly deadline
• Comfortable with online banking and Google Sheets
• Understanding of basic expense control concepts (approvals before payment)
• Prior bookkeeping, accounts payable, or office administration experience is a plus
• Nonprofit or small organization experience is a plus, but not required

  Your Impact

  Every check you process keeps a JerseySTEM instructor paid, a school program running, and a New Jersey student in a STEM classroom. Without this role, 20+ schools and hundreds of kids are at risk of losing their programs.