Limited-Term Employment & Volunteer Requirement
This position is allotted 250 hours of limited-term employment during the tax season, beginning no sooner than December 1. In addition, this position may also require volunteer hours as needed during the tax season.
General Summary:
The Site Coordinator is responsible for the effective day-to-day operation of assigned VITA clinic sites. This position supervises and supports volunteers, coordinates site schedules and resources, promotes a positive taxpayer experience, and ensures assigned sites operate in accordance with IRS VITA program requirements, organizational policies, and established procedures. The Site Coordinator serves as a key resource for volunteers and works closely with the VITA Program Coordinator to support consistent and successful program operations.
Principal Duties & Responsibilities:
- Oversees assigned VITA site operations by ensuring required processes are in place and followed to support compliance with the IRS Quality Site Requirements, Volunteer Standards of Conduct, and other applicable VITA program requirements.
- Supervises and supports volunteers by communicating expectations, goals, program updates, and operational requirements; providing guidance and assistance; addressing concerns; and promoting effective teamwork and service delivery.
- Ensures volunteer compliance and certification by verifying required Volunteer Standards of Conduct agreements and certifications are completed before volunteers begin working at the site and ensuring volunteers perform duties within their certification level and the scope of the VITA program.
- Coordinates site staffing and resources by developing and maintaining volunteer schedules, ensuring adequate coverage, and coordinating the availability of necessary equipment, supplies, forms, and other site resources.
- Oversees tax preparation and quality review processes by ensuring returns are complete and ready for quality review, and that designated Quality Reviewers complete the required review process before returns are filed.
- Supports taxpayer services by providing exceptional customer experience, responding to taxpayer questions and concerns, and assisting with tax-related inquiries and appointment scheduling within the scope of the position.
- Reviews completed tax returns with taxpayers and ensures required taxpayer signatures and authorizations are obtained prior to filing, including Form 8879, IRS e-file Signature Authorization, and applicable state tax return signature documents.
- Protects taxpayer information and documentation by ensuring taxpayer documents are handled securely and maintained in the appropriate files and data management systems in accordance with applicable privacy, security, and recordkeeping requirements.
- Communicates IRS program updates by sharing and monitoring adherence to Volunteer Tax Alerts (VTAs), Quality Site Requirement Alerts (QSRAs), and other applicable program updates with volunteers.
- Supports program coordination and reporting by working with the VITA Program Coordinator to prepare assigned sites for the tax season, coordinate appointments and site communications, prepare required materials, and submit accurate and timely data and grant information as requested.
- Identifies and addresses operational issues by evaluating site processes, resolving routine concerns, escalating issues when appropriate, and identifying opportunities to improve the quality and efficiency of site operations.
