VITA Program Manager

United Way of the Bluegrass Inc•Lexington, KY

23d•$43,316 - $49,814•Hybrid

About The Position

The VITA Program Manager provides leadership for United Way of the Bluegrass’s Volunteer Income Tax Assistance (VITA) program throughout UWBG’s service area. This position oversees the full administration of the program, including site operations, volunteer and Site Coordinator management, IRS grant compliance, quality control, financial oversight, data collection, and performance reporting. The VITA Program Manager ensures that all program activities comply with IRS Publication 4671, IRS Publication 5683, 2 CFR Part 200, IRS Quality Site Requirements, federal grant allowability requirements, and applicable taxpayer privacy and data-safeguarding standards. The Manager serves as UWBG’s primary liaison to the IRS Grant Program Office and VITA/TCE Territory Office. This position reports to the Director of Community Impact and works closely with VITA coalition partners, Site Coordinators, volunteers, the Community Investment Systems Coordinator, Finance, Resource Development, Marketing, the Volunteer Center, 2-1-1 Information and Referral, and the Bank On Coalition. This is an IRS grant-funded position. Continued employment is contingent upon the continuation of the applicable grant funding and United Way of the Bluegrass’s ongoing receipt of those funds. If funding is reduced, delayed, or discontinued, the position may be subject to a reduction in hours, restructuring, or elimination.

Requirements

Bachelor’s degree in accounting, finance, business administration, social work, or a related field preferred. An equivalent combination of education and relevant professional experience will be considered.
Previous experience with VITA or a comparable free tax preparation program strongly preferred.
Must obtain and maintain IRS VITA/TCE certification at the Site Coordinator level or higher within the first filing season.
Experience with federal grant administration and familiarity with 2 CFR Part 200 cost principles preferred.
Nonprofit program management, volunteer management, or AmeriCorps/VISTA supervisory experience preferred.
Strong organizational skills and sustained attention to compliance requirements, grant allowability rules, documentation, and reporting deadlines.
Excellent written and verbal communication skills, including the ability to communicate effectively with IRS program staff, funders, employees, volunteers, clients, and community partners.
Strong project-management skills, including timely and consistent follow-up and the ability to coordinate multiple sites, partners, deadlines, and program activities.
Ability to lead effectively within a team environment, take initiative, share credit, accept responsibility for outcomes, and work independently when necessary.
Effective problem-solving and decision-making skills, particularly during the time-sensitive tax filing season.
Proficiency with Microsoft Office and database systems. Experience with VITA, electronic filing, tax-preparation, or program data systems is preferred.
Valid Kentucky driver’s license and access to a reliable, insured vehicle for work-related travel throughout UWBG’s service area.

Nice To Haves

Bachelor’s degree in accounting, finance, business administration, social work, or a related field preferred.
Previous experience with VITA or a comparable free tax preparation program strongly preferred.
Experience with federal grant administration and familiarity with 2 CFR Part 200 cost principles preferred.
Nonprofit program management, volunteer management, or AmeriCorps/VISTA supervisory experience preferred.
Experience with VITA, electronic filing, tax-preparation, or program data systems is preferred.

Responsibilities

Oversee the administration, growth, and operational success of the VITA program across all UWBG-supported tax preparation sites.
Serve as the primary liaison between UWBG and the IRS Grant Program Office and as the primary point of contact for VITA/TCE Territory Office communications.
Recruit, train, schedule, and supervise Site Coordinators and volunteer tax preparers during each filing season.
Ensure all VITA sites comply with IRS Quality Site Requirements and Title VI nondiscrimination requirements.
Ensure all volunteers and employees complete required annual IRS certifications, including Volunteer Standards of Conduct, Intake/Interview and Quality Review, and the certification level appropriate to their assigned roles.
Manage site logistics, program supplies, and electronic filing and tax-preparation software administration in coordination with IRS-provided systems.
Coordinate with Marketing, the Volunteer Center, and 2-1-1 to promote free tax preparation services and recruit program volunteers.
Troubleshoot client, volunteer, and site-level concerns, including requests for off-season taxpayer assistance.
Maintain compliance with applicable taxpayer privacy, confidentiality, and data-safeguarding requirements.
Manage the annual VITA grant application and reporting cycle, including the October 1 through September 30 period of performance, in accordance with IRS Publication 4671.
Ensure all grant expenditures comply with the allowable-cost guidance contained in IRS Publication 4671, Appendix B.
Confirm that grant-funded expenses are direct, reasonable, properly documented, and incurred solely in support of the VITA program.
Maintain required time-and-effort documentation for all non-volunteer employees whose time is charged to the VITA grant.
Ensure timesheets and supporting records clearly distinguish VITA program time from time devoted to other duties or programs.
Track and document required matching funds and submit matching-fund documentation within established grant deadlines, including within 20 days of the award notice when required.
Partner with Finance to prepare accurate and timely SF-425 federal financial reports and Division of Payment Management drawdowns.
Ensure ongoing compliance with 2 CFR Part 200, the VITA Grant Terms and Conditions, applicable cost principles, audit requirements, and grant-monitoring obligations.
Maintain compliance with the grant’s Civil Rights Section requirements.
Maintain clear cost and time-allocation boundaries between VITA-funded activities and adjacent Financial Stability, AFI: Back On Track, or Financial Education and Asset Building programming.
Charge Financial Education and Asset Building costs to the VITA grant only when those services are provided in direct connection with VITA service delivery.
Ensure the accurate and timely collection, entry, maintenance, and reporting of data for all VITA program activities.
Coordinate with the Community Investment Systems Coordinator to maintain complete and accurate program databases and records.
Track and report the number of tax returns filed, refunds generated, and Earned Income Tax Credit, Child Tax Credit, and other tax-credit dollars returned to the community.
Prepare VITA performance data, program narratives, and impact summaries for the Board, funders, community partners, and other stakeholders.
Prepare prior-year performance summaries and other data required for the annual VITA grant application.
Maintain organized and complete records to support grant reporting, monitoring, audits, and program evaluation.
Build and maintain productive relationships with local financial institutions, community organizations, VITA coalition partners, and participating tax-preparation sites.
Represent UWBG’s VITA program at community meetings, coalition events, and other activities as requested.
Convene periodic meetings with program partners and Site Coordinators to support planning, troubleshooting, communication, and continuous program improvement.
Collaborate with internal departments and external partners to expand access to free tax preparation services throughout UWBG’s service area.
Perform other related duties and support special projects as assigned.