WAC ADMINISTRATIVE COORDINATOR

OFFICE OF ECONOMIC OPPORTUNITY The Arizona Office of Economic Opportunity's mission is to strengthen Arizona’s workforce and economy. WAC ADMINISTRATIVE COORDINATOR Job Location: Address: 1400 West Washington Street Phoenix, Arizona 85007 Posting Details: Salary: $65,000.00 - $72,000.00 Annually Grade: 21 Closing Date: August 11, 2026 Job Summary: The Workforce Arizona Council (WAC) Administrative Coordinator provides comprehensive administrative, operational, and coordination support to the Workforce Arizona Council, the Executive Committee and workforce staff leadership. This position is responsible for coordinating council meetings, maintaining official board records and membership requirements, assisting with policy and board governance activities, ensuring compliance with federal and state workforce development requirements including but not limited to Arizona’s open meeting law, federal sunshine provision, and ADA accessibility compliance. The WAC Administrative Coordinator serves as a key liaison and manages communication with the Governor's Office, appointed Workforce Arizona Council members, state agencies, local workforce development boards, workforce system partners, and external stakeholders. This position serves a critical role in ensuring the effective administration, governance, transparency, and operational success of the Workforce Arizona Council and Arizona’s workforce development system. This position may be available for remote work within Arizona (2 # days per week in the office/hoteling). The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance. Job Duties: • Administrative & Executive Support: Administrative support to the WAC staff leadership & Council. Coordinate calendars, appointments, travel arrangements, & meeting schedules. Prepare correspondence, reports, presentations, agendas, & briefing materials. Maintain office systems, procedures, & administrative records. Monitor action items & ensure timely follow-up on project deadlines. Process & track reimbursement requests & workforce expenditures. Coordinate logistics for meetings, training, conferences, & workforce events. • Council, Committee, and Workgroup Support: Coordinate WAC, executive committee, and workgroup meetings. Develop and distribute meeting notices, agendas, and supporting materials. Record, prepare, and maintain official meeting minutes. Ensure compliance with Arizona Open Meeting Law and ADA digital accessibility requirements. Track board and committee appointments, terms, vacancies, and attendance. Support onboarding and orientation activities for council members. Monitor implementation of council recommendations and actions. • Records Management and Compliance Support: Maintain official council website and digital records, policies, regulations, and governance documents. Ensure records retention practices comply with state and federal requirements. Organize electronic and physical filing systems. Assist with monitoring compliance related to the Workforce Innovation and Opportunity Act (WIOA). Support audits, monitoring reviews, and compliance reporting activities. Maintain confidentiality of sensitive and protected information. • Communications and Stakeholder Engagement: Serve as a point of contact for council members, local workforce boards, workforce partners, and the public. Draft and distribute communications, announcements, and stakeholder notifications. Assist with external media updates, newsletters, and outreach materials.. Coordinate public comment processes and stakeholder engagement activities. Respond to inquiries and route requests appropriately • Fiscal and Budget Support: Assist OEO fiscal team with tracking budgets, contracts, and WIOA expenditures. Maintain documentation supporting procurement and contracting activities related to workforce functions. Monitor contract deliverables and assist OEO fiscal team with reporting deadlines. Coordinate the submission of required state and federal reports and periodic council membership nominations and governor selections. • Research, Reporting, and Special Projects: Conduct research related to workforce development programs, policies and best practices. Compile data and prepare reports, presentations, and briefing materials. Assist with strategic planning initiatives and council function projects. Support digital maintenance of workforce system performance reports and dashboards. Perform special projects as assigned Knowledge, Skills & Abilities (KSAs): Knowledge of: • Workforce Innovation and Opportunity Act (WIOA), workforce development programs and systems, board governance principles, public meeting and ADA accessibility requirements; • Administrative and office management practices, records management and document retention requirements, and federal and state grant administration principles; • Business correspondence and report preparation techniques, state procurement and contracting processes, Arizona Open Meeting Law requirements and effective customer service and stakeholder engagement practices necessary to support council operations, policy implementation, and workforce system coordination. Skills in: • Demonstrating strong organizational, time management, and administrative support skills, with the ability to coordinate meetings, prepare meeting minutes and manage multiple priorities and deadlines; • Advanced written and verbal communication skills, including the ability to prepare reports correspondence, presentations, and other professional documents; • Research, data collection, records management, document control, project coordination, and administrative operations; • Microsoft Office applications including Word, Excel, and PowerPoint and the equivalent applications in Google suite, Canva, and Adobe design suite; • Virtual meeting platforms and collaboration tools; • Critical thinking, problem-solving, and sound judgement to support council operations and workforce system initiatives. Ability to: • Maintain confidentiality and exercise discretion when handling sensitive information; • Work independently with minimal supervision while effectively coordinating multiple projects and assignments simultaneously; • Establish and maintain productive working relationships with council members, executive leadership, WAC staff leadership, workforce system partners, and other stakeholders; • Interpret and apply policies, procedures, regulations, and administrative requirements; • Communicate effectively with diverse audiences, adapt to changing priorities and organizational needs, and consistently produce accurate, high-quality work with strong attention to detail; • Facilitate communication and collaboration among workforce system partners and support the successful implementation of council priorities and initiatives. Selective Preference(s): • Certified Administrative Professional (CAP); Certified Public Manager (CPM); Project Management Professional (PMP); Records Management Certification; Grant Management Certification. Pre-Employment Requirements: • Bachelor’s degree in: Public Administration; Business Administration, Public Policy, Communications, Organized Management, or closely related field; and • Three (3) years of progressively responsible administrative, executive support, program coordination, board support, or governmental operations experience (An equivalent combination of education and experience may substitute for the minimum qualifications). If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements. All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify). Benefits: The State of Arizona offers a comprehensive benefits package to include: • Sick leave • Vacation with 10 paid holidays per year • Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program) • Health and dental insurance • Retirement plan • Life insurance and long-term disability insurance • Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion. Learn more about the Paid Parental Leave program here . For a complete list of benefits provided by The State of Arizona, please visit our benefits page Retirement : • Positions in this classification participate in the Arizona State Retirement System (ASRS) • Please note, enrollment eligibility will become effective after 27 weeks of employment Contact Us: If you have any questions please feel free to contact Rose Ibe at [email protected].