VITA Program Coordinator

Job Description

Job Description

Employment Type: Full Time- Temporary 

FLSA Status: Non-Exempt

Compensation:

Min $24.56/hr - Max $31.43/hr in 6 steps 

Application Deadline: Open Until Filled

MISSION STATEMENT:

Join Kings Community Action Organization (KCAO) and make a difference in Kings County, CA as a VITA Program Coordinator. KCAO envisions a future where all people in Kings County are able to live with dignity, have access to available resources and have the opportunity, motivation and ability to live economically productive and satisfying lives.

Our Mission: Working as a team, KCAO will seek and provide programs that develop self-sufficiency in individuals, families, and communities within Kings County.

Our Vision: Kings County residents and communities will achieve self-sufficiency through the high quality and client-focused programs of KCAO.

We are a private nonprofit helping people and changing lives in Kings County since 1965. Do you see yourself as part of our team of passionate, committed, and caring people?

JOB SUMMARY:

The VITA Coordinator is responsible for coordinating the day-to-day operations of KCAO's Volunteer Income Tax Assistance (VITA) Program and ensuring the delivery of accurate, confidential, and high-quality federal and California state income tax preparation services to eligible individuals and families. The coordinator provides leadership and support to VITA Tax Preparers and volunteers; coordinates tax preparation sites and schedules; assists with training and IRS certification; monitors compliance with IRS VITA/TCE requirements and Quality Site Requirements; performs or oversees quality reviews; and supports electronic filing, data collection, reporting, outreach, and overall program administration. The VITA Coordinator serves as a primary resource for tax preparers and volunteers and works closely with the Community Development Manager to ensure efficient program operations and high-quality customer service throughout the tax filing season.

DUTIES AND RESPONSIBILITIES:

VITA COORDINATOR

• Coordinate the daily operations of KCAO VITA tax preparation sites and ensure sites operate efficiently, professionally, and in accordance with IRS and KCAO requirements.
• Assist with establishing VITA site schedules, tax preparation appointments, staffing assignments, and client flow.
• Coordinate and oversee VITA Tax Preparers and volunteers during scheduled tax preparation activities.
• Assign duties and tax returns based on staff and volunteer experience, certification levels, and program needs.
• Monitor client volume, appointments, wait times, staffing levels, and site capacity and make adjustments as necessary.
• Ensure tax preparation sites have necessary equipment, supplies, forms, computers, printers, internet access, signage, and other materials needed for operation.
• Assist with opening and closing procedures for VITA sites, including ensuring taxpayer information and equipment are properly secured.
• Communicate operational concerns, staffing needs, compliance issues, and program updates to the Community Development Manager.
• Complete all required IRS VITA/TCE training and maintain the appropriate IRS certifications necessary to perform assigned Coordinator duties.
• Lead coordinating annual IRS training and certification for VITA Tax Preparers and volunteers.
• Verify that all Tax Preparers and volunteers successfully complete required IRS certifications before performing duties that require certification.
• Maintain or assist with maintaining records of staff and volunteer training and certifications.
• Provide ongoing guidance, coaching, technical assistance, and tax law updates to Tax Preparers and volunteers throughout the tax filing season.
• Ensure Tax Preparers prepare only returns that are within the scope of the VITA program and their individual certification levels.
• Prepare federal and California state income tax returns when necessary to support program operations.
• Conduct or oversee required quality reviews of completed tax returns before electronic filing.
• Verify that returns are accurate and supported by taxpayer documentation and information obtained during the intake and interview process.
• Review filing status, dependents, income, deductions, adjustments, credits, refund information, and other applicable tax information for accuracy.
• Assist Tax Preparers with complex tax questions and determine whether tax situations are within the scope of the VITA program.
• Identify returns or tax situations that exceed the scope of the VITA program and provide appropriate guidance or referrals.
• Help resolve rejected electronic returns, missing information, documentation issues, and other tax preparation concerns.
• Ensure VITA operations comply with applicable IRS VITA/TCE requirements, Volunteer Standards of Conduct, Quality Site Requirements, and KCAO policies and procedures.
• Ensure the required IRS intake/interview and quality review processes are followed for every tax return.
• Monitor compliance with taxpayer identity verification, Social Security/ITIN documentation, taxpayer consent, signature, and electronic filing requirements.
• Ensure required taxpayer authorizations, including Form 8879, IRS e-file Signature Authorization, are properly completed when applicable.
• Assist with IRS site reviews, monitoring visits, or other compliance activities.
• Promptly address identified compliance or quality concerns and notify the Community Development Manager of significant issues.
• Ensure required IRS and VITA materials, notices, and signage are properly displayed at tax preparation sites.
• Utilize IRS-approved (TaxSlayer) VITA tax preparation software to prepare, review, and manage tax returns.
• Assist Tax Preparers and volunteers with tax preparation software questions and technical issues.
• Monitor the status of electronically filed federal and state tax returns.
• Identify and assist with resolving rejected or incomplete electronic returns.
• Ensure accepted and rejected returns are appropriately tracked and clients are contacted when additional information or action is required.
• Maintain appropriate controls over taxpayer information contained within tax preparation software and other program systems.