Bookkeeper and Office Manager

This position is responsible for the financial aspects of the organization including bookkeeping and accounting, donation processing, payroll, and process A/P, A/R, invoicing. Responsible for providing a wide range of office management and support including scheduling and communication with vendors.

Guiding Star Wakota is a Catholic, faith-based organization providing women and their families compassionate care, empowering them to choose life and supporting them on the parenting journey. All employees are expected to uphold and reflect their mission and values in both their professional and personal conduct. Employees must align their public behavior with the teachings, morals, and laws of the Catholic Church to preserve the integrity of the organization and avoid causing scandal or embarrassment.

As a condition of employment, all staff are required to respect and uphold Catholic doctrine. Employment at Guiding Star Wakota signifies a commitment to the organization’s core values of compassion, collaboration, and professionalism.

Employees are entrusted with advancing the organization’s pro‑life, faith‑based mission by addressing the holistic needs of clients—physical, emotional, spiritual, and social—with dignity and care.

• Responsible for all aspects of GSW’s accounts payable, accounts receivable and invoice payments. Ensures all the above is processed in a timely manner and submitted by invoice due dates.
• Keeps all financial records up to date in Quick Books.
• Keeps records of revenue and expenses.
• Enter and categorize by campaign, all donor contributions into CRM (Salesforce).
• Print receipts and acknowledgement letters for all donations at the end of each month and mail out.
• Print and mail all year‑end donation receipts.
• Supports auditors in the annual audit.
• Consults with Studio 501 (an outside agency that supports GSW’s accounting function) and board Treasurer in implementing and maintaining accounting best practices.
• Assist the Executive Director and Treasurer in preparation of budgets and financial forecasts.
• Provide financial information and reports to Executive Director, Grant Manager and others as needed.
• Responsible for depositing all cash and checks collected into GSW’s bank on a weekly basis.
• Responsible for sorting and reading all mail and distributing as needed.
• Consistently assesses financial procedures and makes recommendations to ensure best practices.
• Responsible for accurately tracking all electronic transactions (i.e., credit cards, Bill Pay, DAF, workplace donations).
• Reconcile all accounts on a monthly basis.

• Main contact for HR company.
• Responsible for submitting payroll reports to payroll company on a bi‑weekly basis.
• Manages any issues with staff clocking in and out.
• Tracks and enters sick‑time and vacation time requests.
• Provide HR assistance as needed in conjunction with the Executive Director and payroll company (workers comp, unemployment insurance etc.).
• Onboarding new employees enrolling them in GSW’s payroll system.
• Has full knowledge of the current employee handbook and ensures all staff are in compliance.
• Holds and maintains all employee files and any relevant documentation (i.e. payrate changes, hourly changes and terminations).

• Manages Calendar Wiz for multipurpose room reservations.
• Communicate with vendors and contractors and negotiate contracts on behalf of GSW.
• Research competitive rates for all utilities, subscriptions and vendors.
• Maintains vendor contracts and tracks end dates for re‑evaluation.
• Maintains proper record of access to both buildings and rooms via key/keycard agreements.
• Manages rental agreements for office spaces.
• Maintains confidentiality of sensitive and confidential information.
• Contact for facility related needs and maintenance that arise.
• Document and keep up to date all bookkeeping and office management policies procedures.

• Communicate regularly with the Director of Client Services and Executive Director.
• Support fundraising and marketing initiatives as directed.
• Establish relationships with social service agencies and pro‑life organizations.
• Maintain respectful and collaborative relationships with staff, volunteers, donors, and board members.

• Uphold strict confidentiality in all matters, except where disclosure is required by law.
• Adhere to the Wakota Employee Handbook, policies, and relevant regulations.
• Ensure compliance with affiliate policies, including those of Elevate Life and the Guiding Star Project.