Expense Reimbursement Processor

Overview

A nonprofit organization dedicated to providing STEM education to underserved communities across New Jersey is seeking a volunteer Expense Reimbursement Processor. The organization currently serves 27 schools and is expanding. This volunteer role is critical to ensuring timely payments to instructors, program leads, and vendors.

Responsibilities

• Process monthly expense reimbursements for board members, department heads, and instructors using the bank’s Bill Pay functionality
• Review submitted expense reimbursement forms 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 such as background checks and 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 This Role Does Not Include

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

Requirements

• Organized and reliable, able to meet monthly deadlines
• Comfortable with online banking and Google Sheets
• Understanding of basic expense control concepts, including approvals before payment

Preferred Qualifications

• Prior bookkeeping, accounts payable, or office administration experience is a plus
• Experience with nonprofits or small organizations is a plus but not required

Impact

This role directly supports the payment process that keeps instructors compensated, programs operational, and students engaged in STEM education across more than 20 schools in New Jersey. Without this position, hundreds of students risk losing access to these programs.

Location

New Jersey (remote volunteer role)