VITA Site Coordinator - Seasonal/Temporary (STF3259)

Hutchinson Community College•Hutchinson, KS

36d

About The Position

RESPONSIBILITIES: Essential Functions: Organizing and running the site. Work with Volunteer Center staff to order forms & publications from the IRS (usually October) Training: Complete Site Coordinator online training; intake interview sheet training; pass basic and advanced testing and download the test key Plan training schedule, usually the 2 weeks prior to starting returns. Oversee & train all Vita volunteer tax preparers to the advanced level, including Standards of Conduct training. Verify identity of each preparer and sign the 13615 they print off. Train receptionists & screeners for the Standards of Conduct and what is expected from them onsite. Print off blank 13615 forms for them to fill out and sign. Organize: supplies and set up tax preparer room prior to opening day. Verify date with volunteer center staff as to when maintenance will bring supplies & IT install wiring. Reports: Complete and submit a Form 13206, a roster of all site volunteers, which can be found in documents on Sue's computer. Needs to be sent the IRS spec by February 3 of the tax year. Update as new volunteers are added and resend. Communicate & share tax law updates, and ALERTS with all preparers and keep Alerts in a binder on site. Tax Return Prep: Ensure the intake & interview sheet, For 13164-C is completed by each person filing a return. Ensure the site ID & EFIN numbers are correct and printed on each return. This should be automatic if software is already set up. Do a quality review on each return prepared. A designated reviewer can be assigned if desired. Reference Materials: Make sure each preparer has a 4012. Make sure there is a Pub 17 online. Hang Taxpayer bill of Rights & Civil Rights protected & VITA sign are hanging on the wall. Copies are found in box marked Sue's supplies. Routing number document found in document file on Sue's computer. Drop Off Returns: Make sure each drop off has a signed Form 14446, giving permission to keep private materials and procedure followed. Manage workflow of returns dropped off for preparation & assign to volunteers for completion. Call tax payers to return to site to review & sign dropped off returns prior to submission. EFILE returns: Can assign an efile person if desired. Efile returns as you go along or efile at the end of the day. Ensure FORM 8879, the efile signature form, is signed by each taxpayer. Acknowledgements: Under management reports, click on federal returns and print out acknowledgement form. Compare efile transmittals with acknowledgement reports to ensure all returns have been accounted for. Do not transmit any form until signed 8879 is procured. Retrieve state acknowledgements the morning after the tax day. Rejects: Rejects are to be handled expeditiously. Double check all information submitted on the return, determine reason for reject and call taxpayer to determine course of action and re-file return. Tax Law Issues: Assist volunteers in tax law issues & make decisions on resolutions & procedures. Use 4012 as reference for both scope of work & tax law issues. Closing site, daily and end of season: At end of the day, make sure all laptops are locked up, any taxpayer information is in locked file cabinet and/or locked cupboard. VITA site room should also be locked, and Salvation Army doors are locked following evening shifts and Saturday hours. Tax software & site needs to be closed at the end of the season. Change tax preparers, excluding site coordinator(s) to inactive. At beginning of season, change tax preparers to active status. Quality Site Review: Check over this form as you will likely be visited by the IRS SPEC, they are there to help not to intimidate. Just make sure everyone has a name tag on, and the site is up to snuff. Check for your signature & date on all 13615's in binder. Problems: May need to solve problems in the summer. Generally, get a copy of the letter from the IRS and then decide the plan of action! Arrive on time for work, attend work regularly, and successfully perform the responsibilities of the position. Comply with HutchCC and StartUp Hutch policies, procedures, and practices. Performing other responsibilities as assigned by the Director of the Volunteer Center.

Requirements

Site Coordinators must successfully complete Tax Law Training and successfully complete Advanced level of certification testing.
Experience and proven history of working with numbers
Ability to retain information and teach others
Receive and transmit verbal and written information.
Exhibit excellent customer service with internal and external customers.
Ability to establish and maintain effective work relationships with a diverse population.
Maintain confidential information.
Dependability and attention to detail is essential.
Typing proficiency, computer experience and telephone skills.
Physical requirements include but not limited to: safely pushing, pulling, reaching, bending, stooping, walking, carrying, climbing, and lifting up to 20 pounds
Physical requirements include the ability to sit or stand in front of a computer screen for extended periods of time; ability to keyboard and operate office equipment; excellent verbal, written and listening skills; see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal levels and on the telephone; speak in audible tones so that others may understand clearly in person and on the telephone; use appropriate judgment and to apply tact and courtesy in difficult situations; attentive to detail, accurately follow written and verbal instructions, work independently, Sedentary/Indoor work environment with a substantial amount of keyboarding required.
Mental requirements include the ability to learn and comprehend basic instructions about the position. Physical and mental qualifications must be performed with or without a reasonable accommodation.
The qualifications listed are guidelines for selection purposes; alternative qualifications may be substituted if sufficient to perform the duties

Responsibilities

Organizing and running the site.
Work with Volunteer Center staff to order forms & publications from the IRS (usually October)
Complete Site Coordinator online training; intake interview sheet training; pass basic and advanced testing and download the test key
Plan training schedule, usually the 2 weeks prior to starting returns. Oversee & train all Vita volunteer tax preparers to the advanced level, including Standards of Conduct training.
Verify identity of each preparer and sign the 13615 they print off.
Train receptionists & screeners for the Standards of Conduct and what is expected from them onsite. Print off blank 13615 forms for them to fill out and sign.
Organize: supplies and set up tax preparer room prior to opening day. Verify date with volunteer center staff as to when maintenance will bring supplies & IT install wiring.
Complete and submit a Form 13206, a roster of all site volunteers, which can be found in documents on Sue's computer. Needs to be sent the IRS spec by February 3 of the tax year. Update as new volunteers are added and resend. Communicate & share tax law updates, and ALERTS with all preparers and keep Alerts in a binder on site.
Ensure the intake & interview sheet, For 13164-C is completed by each person filing a return. Ensure the site ID & EFIN numbers are correct and printed on each return. This should be automatic if software is already set up. Do a quality review on each return prepared. A designated reviewer can be assigned if desired.
Make sure each preparer has a 4012. Make sure there is a Pub 17 online. Hang Taxpayer bill of Rights & Civil Rights protected & VITA sign are hanging on the wall. Copies are found in box marked Sue's supplies. Routing number document found in document file on Sue's computer.
Make sure each drop off has a signed Form 14446, giving permission to keep private materials and procedure followed. Manage workflow of returns dropped off for preparation & assign to volunteers for completion. Call tax payers to return to site to review & sign dropped off returns prior to submission.
Can assign an efile person if desired. Efile returns as you go along or efile at the end of the day. Ensure FORM 8879, the efile signature form, is signed by each taxpayer.
Under management reports, click on federal returns and print out acknowledgement form. Compare efile transmittals with acknowledgement reports to ensure all returns have been accounted for. Do not transmit any form until signed 8879 is procured. Retrieve state acknowledgements the morning after the tax day.
Rejects are to be handled expeditiously. Double check all information submitted on the return, determine reason for reject and call taxpayer to determine course of action and re-file return.
Assist volunteers in tax law issues & make decisions on resolutions & procedures. Use 4012 as reference for both scope of work & tax law issues.
At end of the day, make sure all laptops are locked up, any taxpayer information is in locked file cabinet and/or locked cupboard. VITA site room should also be locked, and Salvation Army doors are locked following evening shifts and Saturday hours. Tax software & site needs to be closed at the end of the season. Change tax preparers, excluding site coordinator(s) to inactive. At beginning of season, change tax preparers to active status.
Check over this form as you will likely be visited by the IRS SPEC, they are there to help not to intimidate. Just make sure everyone has a name tag on, and the site is up to snuff. Check for your signature & date on all 13615's in binder.
May need to solve problems in the summer. Generally, get a copy of the letter from the IRS and then decide the plan of action!
Arrive on time for work, attend work regularly, and successfully perform the responsibilities of the position.
Comply with HutchCC and StartUp Hutch policies, procedures, and practices.
Performing other responsibilities as assigned by the Director of the Volunteer Center.