Office Administrator

Bristol Bay Housing Authority Offices (BBHA) Dillingham

• Reports directly to the Executive Director.
• Works closely with the Construction Superintendent, Chief Financial Officer, Strategic Development Director, Housing Manager, and Tribal partners.
• Serves as a key liaison between the Executive Director, BBHA staff, Board, and external stakeholders.

The Office Administrator provides high-level administrative, organizational, and coordination support to ensure the efficient operation of the BBHA office. This position plays a critical role in supporting leadership functions, Board governance processes, and organizational communications.

The Office Administrator must exercise professionalism, discretion, and sound judgment while managing confidential information, coordinating complex schedules, and supporting strategic and operational initiatives. This role requires strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced, mission-driven environment serving Tribal communities.

• Perform front desk administrative duties, sorting mail, answering phones and relaying messages.
• Responsible for receiving and day stamping all homebuyer and tenant applications for NAHASDA.
• Assist clients as needed, providing relevant support and information.
• Manage personal data like wage garnishments and tax levies, filing supporting documentation as needed.
• Manage incoming invoices and purchase/check requisitions and filing supporting documentation as needed.

• Research purchase order files in response to inquiries related to vendor payments.
• Assists accounts payable in closing out trip reports.

• Print and distribute checks for accounts payable and payroll.
• Print and distribute checks for board of commissions or employee travel.

• Write up daily deposits for bank deposits and maintain bank deposit slip inventory.
• Assemble documentation in support of financial audits and review with auditors as needed.

• Assist the Finance Manager and CFO with financial reporting and reconciliation tasks as needed.

• Scheduling meetings, travel, and appointments.
• Prepare correspondence, reports, presentations, and briefing materials.
• Screen calls, emails, and requests; prioritize and respond as appropriate.
• Track deadlines, action items, and follow-ups on behalf of the Executive Director.
• Provide logistical support for meetings, conferences, and travel arrangements.

• Coordinate all Board meetings, including scheduling, logistics, and communications.
• Prepare and distribute Board packets, agendas, resolutions, and supporting materials.
• Record, transcribe, and maintain accurate meeting minutes.
• Ensure proper documentation and retention of Board records in compliance with policy.
• Support communication between the Executive Director and Board members.

• Maintain organized filing systems (electronic and physical) for executive and Board records.
• Assist with preparation of organizational reports, including those related to HUD and other funding agencies.
• Support contract tracking, document routing, and approvals.

• Serve as a point of contact for Tribal representatives, partners, and external agencies.
• Assist with coordination of meetings, community visits, and stakeholder engagement activities.
• Help ensure respectful, timely, and culturally appropriate communication.

• Handle sensitive and confidential information with a high degree of discretion.
• Ensure compliance with organizational policies, procedures, and regulatory…