VITA Program Coordinator

Kings Community Action Organization•Hanford, CA

3d•$25 - $31

About The Position

The VITA Program Coordinator coordinates the day-to-day operations of Kings Community Action Organization’s Volunteer Income Tax Assistance (VITA) Program, helping deliver accurate, confidential, high-quality federal and California state income tax preparation services to eligible individuals and families. The Coordinator provides leadership and support to tax preparers and volunteers; coordinates tax sites, schedules, staffing, and client flow; supports training and IRS certification; monitors IRS and KCAO compliance; conducts or oversees quality reviews; and assists with electronic filing, reporting, outreach, and program administration. The Coordinator serves as a primary resource for tax preparers and volunteers and works closely with the Community Development Manager to support efficient operations and high-quality customer service throughout tax season. The role also includes preparing tax returns when needed, helping resolve filing and software issues, protecting taxpayer information, maintaining program records, supporting volunteers, and representing KCAO in community outreach. Travel to out-of-area meetings and conferences may be required, and work hours and days may vary, including outside regular Monday-through-Friday, 8 a.m.-to-5 p.m. business hours. This is a full-time, temporary, non-exempt position.

Requirements

Associate’s degree in accounting, business, finance, public administration, or a related field, plus 6 months of tax preparation experience and 1 year of general clerical experience in an office setting; OR high school diploma or equivalent, plus 3 years of tax preparation experience and 2 years of general clerical experience in an office setting.
Strong organizational, time-management, and communication skills.
Basic tax knowledge and computer skills for entering tax return information into tax software.
Complete training to become certified to prepare individual income tax returns.
Travel to out-of-area meetings and conferences as required by funding sources.
Work variable hours and days, including outside regular Monday-through-Friday, 8 a.m.-to-5 p.m. business hours.
Meet KCAO employment requirements, including criminal record clearances through the California Department of Justice, FBI, and Child Abuse Centralized Index; checks of the National Sex Offender Public Website and California Sex and Arson Registry (Megan’s Law); reliable, insured transportation and a valid California driver license; an acceptable motor vehicle report; and a health examination with tuberculin clearance.
Ability to be contacted outside regularly scheduled work hours in case of emergency.

Responsibilities

Coordinate daily operations at VITA tax preparation sites and ensure they operate efficiently and in accordance with IRS and KCAO requirements.
Help establish site schedules, appointments, staffing assignments, and client flow; monitor volume, wait times, staffing, and capacity and make adjustments as needed.
Coordinate and oversee tax preparers and volunteers, assign duties and returns according to experience and certification, and support site opening and closing procedures.
Ensure sites have required equipment, supplies, forms, computers, printers, internet access, signage, and other materials.
Complete required IRS VITA/TCE training and maintain the certifications necessary for assigned duties; coordinate annual training and certification for preparers and volunteers and maintain related records.
Provide ongoing guidance, coaching, technical assistance, and tax law updates to preparers and volunteers, and ensure they prepare only returns within the program’s scope and their certification levels.
Prepare federal and California state income tax returns when necessary to support program operations.
Conduct or oversee required quality reviews before electronic filing and verify returns against taxpayer documentation and intake and interview information.
Help resolve complex tax questions, rejected or incomplete returns, missing information, documentation issues, and other preparation concerns; identify out-of-scope situations and provide appropriate guidance or referrals.
Monitor compliance with IRS VITA/TCE requirements, Volunteer Standards of Conduct, Quality Site Requirements, KCAO policies, intake and interview procedures, identity verification, taxpayer consent, signatures, and e-filing requirements.
Assist with IRS site reviews, monitoring visits, and other compliance activities; address quality or compliance concerns and notify the Community Development Manager of significant issues.
Use IRS-approved TaxSlayer software to prepare, review, and manage returns; assist users with software questions and technical issues; monitor return filing status and track accepted and rejected returns.
Provide day-to-day direction and support to volunteers and tax preparers; assist with recruitment, onboarding, orientation, scheduling, training, recognition, and retention; coach staff and volunteers and refer significant performance concerns to the Community Development Manager.
Ensure professional, courteous, respectful, and culturally responsive service; explain tax return information and filing procedures within the scope of the VITA program; respond to client concerns and escalate significant matters as appropriate.
Protect taxpayer information and personally identifiable information; ensure authorized access and proper handling, storage, transmission, and disposal of records; promptly report suspected breaches, disclosures, lost documents, or other security incidents.
Maintain accurate records of clients served, returns prepared and filed, refunds, credits, volunteer participation, and other program information; assist with performance tracking, outcome evaluation, and reports for KCAO, the IRS, funders, grantors, and authorized partners.
Assist with outreach to increase awareness of free VITA services, participate in community events and presentations, work with community partners, and support volunteer recruitment and community participation.
Attend required meetings, trainings, workshops, and program activities; maintain an organized, professional, and secure work environment; support KCAO’s mission and represent the organization professionally.
Perform other related duties as assigned.
Travel to and attend out-of-area meetings and conferences as required by funding sources.
Work variable hours and days, including outside regular Monday-through-Friday, 8 a.m.-to-5 p.m. business hours.
Meet KCAO employment requirements, including required background clearances, reliable insured transportation, a valid California driver license, an acceptable motor vehicle record, and a health examination with tuberculin clearance.
Be available to be contacted outside regularly scheduled work hours in case of emergency.