VITA Program Coordinator LTE

Goodwill Industries of South Central Wisconsin•Madison, WI

About The Position

The VITA Program Coordinator oversees the operation and administration of Goodwill’s Volunteer Income Tax Assistance (VITA) Program. The role coordinates site operations, staff and volunteers, training, quality assurance, taxpayer services, reporting, and program compliance. The coordinator supervises Site Coordinators, Quality Reviewers, and volunteers to support accurate, efficient, and accessible tax preparation services in accordance with IRS VITA requirements and organizational standards. This is a limited-term employment position allotted 300 hours during the tax season, beginning no sooner than December 1. The role also requires completion of specified volunteer hours as needed during the tax season. Travel of up to 50% is required. The work is primarily in an indoor office environment, with movement throughout facilities and tax clinic sites as needed.

Requirements

Working knowledge of VITA program requirements, IRS regulations and guidance, taxpayer privacy and confidentiality requirements, and volunteer certification standards, or ability to acquire this knowledge within a reasonable period.
Knowledge of or demonstrated ability to learn federal individual income tax concepts, tax preparation procedures, and applicable VITA tax law requirements.
Strong organizational and time-management skills, including the ability to coordinate multiple sites, schedules, people, deadlines, and program requirements.
Ability to supervise, coach, support, and motivate staff and volunteers with varying levels of experience and knowledge.
Strong verbal and written communication skills and the ability to provide clear guidance, build positive working relationships, and respond professionally and patiently to customers.
Ability to assess situations, resolve routine issues, identify matters requiring escalation, and make sound decisions within established policies and requirements.
High level of integrity and accountability; ability to safeguard sensitive taxpayer, financial, employee, and organizational information and maintain accurate documentation.
Ability to learn and use tax preparation software, scheduling systems, the Document Management System (DMS), Microsoft Office applications, and other technology used for operations, reporting, and communication.
Ability to adapt to changing IRS requirements, program needs, technology, and operating conditions and identify opportunities to improve quality and efficiency.
Associate degree or bachelor's degree in accounting, finance, business administration, or a related field preferred, or equivalent combination of education and relevant work experience.
Experience coordinating program operations, including schedules, processes, documentation, and multiple priorities.
Experience supervising, training, coaching, or coordinating staff and/or volunteers.
Must attain and maintain IRS VITA certifications appropriate to the position: Volunteer Standards of Conduct, Intake/Interview/Quality Review, Basic Tax Law, Advanced Tax Law, and Site Coordinator.
Ability to travel up to 50%.
Ability to maintain a stationary position to operate a computer and other office equipment, communicate clearly, and identify, analyze, and assess details.
Ability to move freely throughout facilities and lift, push, or pull up to 20 pounds.

Nice To Haves

Bilingual proficiency is a plus but is not required.
Previous experience preparing individual income tax returns is strongly preferred.
Experience working with compliance requirements, audits, reporting, or regulated programs is preferred.
Experience working with confidential financial or personally identifiable information is preferred.

Responsibilities

Oversee VITA program operations and supervise Site Coordinators, Quality Reviewers, and volunteers across program sites.
Ensure adherence to IRS VITA requirements, including Quality Site Requirements, Volunteer Standards of Conduct, taxpayer privacy and confidentiality, and volunteer certification requirements.
Coordinate quality assurance with Quality Reviewers and Site Coordinators and address program concerns.
Maintain the relationship with the local IRS office and SPEC, serving as the organization's primary VITA liaison.
Monitor IRS guidance and program changes, and communicate relevant updates and requirements to staff, volunteers, and other parties.
Prepare for and support IRS, grant, financial, and other external audits or reviews; provide requested information and coordinate follow-up.
Identify and secure tax site locations; establish site schedules and hours; support Site Coordinators in planning and conducting clinics; and travel to sites as needed.
Coordinate taxpayer services, including the client scheduling process, routine phone and email inquiries, and escalation of questions or concerns.
Support staff and volunteer recruitment, training, certification, and retention; coordinate training and study sessions; and provide or arrange ongoing guidance.
Monitor schedules and ensure appropriate staff and volunteer coverage at each site and shift.
Oversee distribution, collection, inventory, security, and appropriate use of VITA equipment, supplies, and resources; submit purchase requests as needed.
Oversee secure handling and timely filing of required documentation and maintain accurate program records.
Maintain program software, records, and reports; prepare ad hoc reports; and submit required IRS, grant, program, and satisfaction survey reports accurately and on time.
Coordinate Financial Education and Asset Building (FEAB) services in conjunction with the VITA program and organizational goals.
Coordinate volunteer recognition activities, including the end-of-year recognition event.
Perform other duties and responsibilities as assigned; duties may change at any time.