FINA103: Expense Reimbursement Processor

Summary

JerseySTEM is a nonprofit organization dedicated to providing STEM education to underserved communities across New Jersey. The Expense Reimbursement Processor processes monthly reimbursements and recurring vendor invoices, verifies approvals, issues payments, flags irregular submissions, and maintains a payment log for reconciliation.

Responsibilities

• 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

Skills

• 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

Qualifications

Must Haves

• 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)

Nice to Haves

• Prior bookkeeping, accounts payable, or office administration experience is a plus
• Nonprofit or small organization experience is a plus, but not required