Job description
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 requiredYour 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.
Originally posted on Himalayas
Who can apply
Eligible countries: United States. Accepted UTC offsets: UTC-10, UTC-9, UTC-8, UTC-7, UTC-6, UTC-5, UTC+14. Review the full description for employer-specific work authorization, residency and schedule requirements.