VITA Tax Program Site Coordinator

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Position Summary

MAJOR DUTIES

• Ensure compliance with effective, efficient, and high-quality site management standards during the tax filing season which occurs between January and the end of the filing season (usually in April).  

• Ensure the site follows IRS the 10 VITA/TCE site requirements.

• Ensure compliance with Publication 1084 standards to select or confirm site location(s), opening and closing dates, site’s days, and hours of operation. Ensure Pub 4053 is visible to taxpayers.  Ensure Pub 4836 is available to taxpayers.

• Establish and maintain partner relationships with the local SPEC office (Stakeholder Partnerships, Education and Communication within the Wage & Investment Division of the IRS). Obtain site materials, training materials, and other pertinent information from SPEC office. Act as a liaison with SPEC office to ensure site needs are successfully addressed. Submit reports and forms to SPEC as required.

• Prepare and submit Form 15272 (VITA/TCE Security Plan) annually. The Virtual VITA/TCE Model is included in this form and must be approved by SPEC before implementation. Work with SPEC relationship manager to prepare certificates of appreciation for volunteers and identify volunteer milestones recognition recipients. Plan and attend volunteer/sponsor recognition ceremonies.  Attend all Joint Web Sessions with SPEC.

• Ensure accurate application of income tax law when preparing federal and state income tax returns, and compliance with IRS privacy and confidentiality agreements when administrating electronic tax returns. This includes assisting taxpayers to resolve issues regarding their refunds, tax liabilities, offsets or any related IRS issues that fall within the reasonable scope of the VITA program.

• Responsible for quality reviewing every tax return before electronic filing to prevent errors. Ensures rejected returns are either corrected or the taxpayer is contacted. The VITA Site Coordinator ensures the integrity and high-quality of services to clients. Ensure Form 13614-C is used for every return by the volunteers.

• Keep taxpayer information secure, and shred the information at the appropriate time.

• Coordinate and implement year-round income tax assistance services from April through December. This includes maintaining a community awareness marketing campaign including updating the website and social media.

• Perform Administrative and Clerical tasks such as: Answering phones to answer questions, making appointments with taxpayers, recordkeeping and filing, organizing the service space, preparing and updating forms, and other relevant informational content for the site.  Determine/order adequate supplies and equipment for site operations.

• Actively recruit income tax preparation volunteers, from college students and community members.  Provide training and ensure volunteers comply with certification guidelines through Link and Learn Taxes.

• Meet with volunteers to assign volunteer roles and responsibilities. Verify the identities of all volunteers and confirm volunteers have passed a background check. Secure volunteer Form 13615 from each volunteer (signed and dated). Initiate post filing season close out procedures.

• Collect and Analyze program data about the programs’ economic impact in the community, such as EITC.

• Assist program director with all reporting requirements for the VITA/TCE grants.

• Evaluate filing season, site operations, and volunteers. Complete SPEC Partner Survey to improve or enhance operation for next year. Participate in site field (or remote) reviews with SPEC office.

• Performs other duties as assigned.

KNOWLEDGE REQUIRED BY THE POSITION

• Extensive knowledge of individual tax law and experience of individual tax filings as evidenced by completing IRS Site Coordinator Training and passing the VITA Advanced Certification annually.
• Ability to continue ongoing education in tax law updates and changes.
• Ability to be dependable and self-directed, detail oriented, organized, efficient, and able to multi-task in a fast-paced environment.
• Strong Customer service skills and ability to perform in stressful situations
• Skill in oral and written communication.
• Knowledge of college policies and procedures.
• Knowledge of computers and job-related software programs.
• Skill in decision making and problem solving.
• Skill in the completion of a variety of reports.

SUPERVISORY CONTROLS

The supervisor assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include individual income tax preparation and college and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of highly technical duties and responsibilities. Strict compliance with income tax laws and regulations and the need for accuracy contribute to the complexity of the position.

• Must be able to work under pressure in a very stressful customer service environment.  The position requires a high level of cultural sensitivity, empathy, and the ability to coordinate the work of multiple functions and assignment of personnel. 

CONTACTS

• Contacts are typically with co-workers, and members of the general public.

• Contacts are typically to give or exchange information, to resolve problems, or to provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, stooping or walking. The employee occasionally lifts light objects.

• The work is typically performed in computer labs during the tax site and in an office once the tax site closes.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

This position has direct supervision over the volunteers of the VITA site.  The Site Coordinator makes sure that volunteers sign in and out and the beginning and ending of their shifts.  The Site Coordinator answers questions volunteers have regarding tax law, individual tax situations and questions about functionality of tax preparation software.

MINIMUM QUALIFICATIONS  

• Minimum qualifications require an associate degree in business or accounting or, extensive course work and experience to demonstrate an understanding of the advanced competencies relevant to the major duties of the position.

EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, national origin, disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.