VITA Program Coordinator LTE

Goodwill Industries of South Central Wisconsin, Inc.•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, and supervises Site Coordinators, Quality Reviewers, and volunteers to support accurate, efficient, and accessible tax preparation in accordance with IRS VITA requirements and organizational standards. This limited-term role is allotted 300 employment hours during the tax season, beginning no sooner than December 1, and includes specified volunteer hours as needed during the season. The position may travel to clinic sites and requires the ability to travel up to 50%.

Requirements

Associate or bachelor's degree in accounting, finance, business administration, or a related field preferred, or an 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%.
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 and ability to coordinate multiple sites, schedules, staff, volunteers, deadlines, and program requirements simultaneously.
Ability to supervise, coach, support, and motivate staff and volunteers with varying levels of experience and knowledge.
Strong verbal and written communication skills; ability to provide clear guidance, build positive working relationships, and respond professionally and patiently to internal and external customers.
Ability to assess situations, resolve routine issues, identify when escalation is needed, and make sound decisions within established policies and program requirements.
High integrity and accountability, with 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 program operations, reporting, and communication.
Ability to adapt to changing IRS requirements, program needs, technology, and operating conditions and identify opportunities to improve program quality and efficiency.
Ability to maintain a stationary position to operate a computer and office equipment, mostly in an indoor office environment; communicate clearly; identify, analyze, and assess details; move freely throughout facilities; and lift, push, or pull up to 20 pounds.

Nice To Haves

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

Responsibilities

Supervise Site Coordinators, Quality Reviewers, and volunteers to support effective operations across VITA sites.
Oversee compliance with IRS VITA requirements, including Quality Site Requirements, Volunteer Standards of Conduct, taxpayer privacy and confidentiality, and volunteer certification standards.
Coordinate quality assurance with Quality Reviewers and Site Coordinators and address program concerns.
Maintain the relationship with the local IRS office and Stakeholder Partnerships, Education and Communication (SPEC), serving as the organization's primary VITA liaison.
Monitor IRS guidance and program changes and communicate relevant requirements and updates to staff, volunteers, and other appropriate parties.
Prepare for and support IRS, grant, financial, and other external audits and reviews, including providing documentation and coordinating follow-up.
Identify and secure tax site locations; establish site schedules and operating hours; support Site Coordinators in planning and conducting clinics; and travel to sites as needed.
Oversee taxpayer services, client scheduling, routine phone and email inquiries, and escalation of questions or issues requiring additional guidance.
Support recruitment, training, certification, and retention of staff and volunteers; ensure training and certifications are completed and documented; and coordinate training and study sessions.
Monitor site schedules and ensure appropriate staff and volunteer coverage at each location 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 services in conjunction with the VITA program and organizational goals.
Coordinate volunteer recognition activities, including the end-of-year recognition event.