Volunteer Income Tax Assistance (VITA) Program Aide

Job Description

Job Description

Description:

Our Volunteer Income Tax Assistance team is seeking a seasonal Volunteer Income Tax Assistance (VITA) Program Aide. As VITA Program Aide, you will implement the VITA action plan during this tax season to offer free assistance to low-to-moderate-income people who cannot prepare their own tax returns.

POSITION SUMMARY:

The Program Aide is responsible for managing the operations of Volunteer Income Tax Assistance (VITA) sites, ensuring compliance with IRS standards and alignment with organizational goals. Key responsibilities include overseeing site operations, recruiting and coordinating volunteers, promoting the VITA program within the community, and ensuring the successful implementation of all aspects of the program. The Program Aide plays a vital role in providing free, high-quality tax assistance to underserved individuals while maintaining program integrity and efficiency.

RESPONSIBILITIES:

· Develop Recruitment Strategy: Create and implement a targeted recruitment action plan to attract potential volunteers for the VITA program.

· Community Outreach: Build and maintain relationships with local universities, civic organizations, churches, and non-profit organizations to promote the VITA program for volunteer recruitment and community awareness.

· Timely Filing of Returns: Establish and manage processes to ensure all tax returns are accurately filed or delivered to taxpayers in a timely manner.

· Volunteer Certification: Ensure all volunteers responsible for answering tax law questions, teaching tax law, preparing or correcting tax returns, and conducting quality reviews are appropriately certified according to IRS standards.

· Volunteer Agreement Compliance: Ensure that every volunteer signs IRS Form 13615 (Volunteer Agreement) before participating in site activities, regardless of their certification level. Maintain these agreements on file for IRS audits.

· Intake and Interview Process: Oversee the use of the IRS-approved Intake and Interview Process, ensuring that each taxpayer is properly interviewed using the correct IRS Intake & Interview Sheet for every return prepared.

· IRS Resource Materials: Ensure that all volunteer tax preparers and quality reviewers use approved IRS materials, including Publication 4012 (Volunteer Resource Guide) and Publication 17 (Your Federal Income Tax for Individuals), when preparing and reviewing returns.

· Quality Review Process: Implement and enforce a robust quality review process, ensuring 100% of tax returns are reviewed using an approved Quality Review checklist.

· Privacy and Confidentiality Compliance: Ensure strict adherence to IRS and Westmoreland Community Action privacy and confidentiality guidelines at all times.

· Civil Rights Compliance: Display or provide information about Title VI of the Civil Rights Act of 1964 at the site for taxpayer reference.

· Return Accuracy: Ensure the correct Site Identification Number (SIDN) is used on all tax returns prepared, and the correct Electronic Filing Identification Number (EFIN) is applied.

· Security Guidelines: Supervise volunteer tax preparers to ensure compliance with IRS and Westmoreland Community Action security guidelines.

· Volunteer Recognition: Develop and implement a Volunteer Recognition Program to acknowledge and appreciate the contributions of VITA volunteers.

· Site Audits and Compliance: Follow all guidelines from the IRS Program Aide's Handbook, including conducting site requirement audits and ensuring adherence to program standards.

· Operational Support: Provide coverage for all site positions as needed to ensure smooth site operations.

· Additional Duties: Perform any other duties, as assigned by the Financial Counselor.

Westmoreland Community Action (WCA) is a non-profit organization that works to connect individuals and families to opportunities and resources throughout the community to improve their quality of life and help to reduce poverty in the community. This is accomplished through housing, counseling, support, education, intervention, collaborations, partnerships, information, referrals, and networking.

  QUALIFICATIONS:

1. Education: High School Diploma or GED required. Additional training or certifications in accounting, financial literacy, or tax preparation preferred.
2. IRS Certification: Must obtain IRS Advanced Certification (training provided as needed).
3. Understanding of Community Needs: Preferred knowledge of issues facing low-income populations and familiarity with programs that promote self-sufficiency.
4. Interpersonal Skills: Ability to engage with volunteers, stakeholders, community partners, and the public in a supportive and professional manner.
5. Technical Skills: Basic research skills and computer proficiency, including competency in MS Word and MS Excel.
6. Flexibility: Willingness to work flexible hours, including some evenings and weekends, as required.
7. Background Clearances: Act 33, 34, 114, and sex offender registry clearances. 

SPECIFIC JOB ABLITIES NEEDED

1. Ability to handle change with integrity and an open mind. 

2. Ability to actively listen, communicate verbally and in writing using the English language.

3. Ability to critically think, generate creative solutions and problem solve.

4. Ability to deploy effective time management skills. 

5. Ability to organize and prioritize various work assignments.

6. Ability to keep accurate and detailed records.

7. Ability to function as a team member by assisting coworkers in their prospective role when needed.

8. Ability to utilize a culturally competent lens during service delivery.

9. Ability to develop and maintain professional rapport with clients, colleagues, and community members.

10. Ability to operate a motor vehicle. 

CULTURE OF SERVICE EXPECTATION

1. Committed to the mission and vision of WCA.

2. Willingness to learn about and deploy diversity, equity, inclusion approaches during service delivery.

3. Willingness to learn and utilize trauma-informed approaches during service delivery.

4. Committed to serving and empowering individuals and communities to have autonomy in decision-making that impacts their lives.

5. Committed to cultivating and utilizing a growth mindset. 

The list of essential job functions/duties and job specific abilities as outlined herein, is intended to be all inclusive of the tasks performed within this position. It is not necessarily descriptive of all functions/duties within the position. The omission of a function/duty does not preclude management from assigning duties not listed herein, other duties may be assigned.

REQUIREMENTS NECESSARY TO SAFELY PERFORM THE ESSENTIAL FUNCTIONS OF THE POSITION OF VITA PROGRAM AIDE:

Mobility : Ability to move around the site to oversee operations, interact with volunteers and clients, and manage paperwork or technology.

Sitting/Standing : Prolonged periods of sitting or standing while managing the site, conducting meetings, or providing assistance to volunteers and taxpayers.

Lifting : Capability to lift and carry materials related to tax preparation, such as files, boxes of documents, or promotional materials, typically weighing up to 25 pounds.

Visual Acuity : Ability to read documents, tax forms, and IRS materials, as well as monitor the quality of tax returns and ensure compliance with guidelines.

Dexterity : Proficiency in using a computer for data entry, document management, and communication, requiring fine motor skills for typing and using a mouse.

Communication : Ability to communicate effectively both verbally and in writing, requiring clear speech and auditory skills for interactions with volunteers and clients.

Driving : Ability to operate a motor vehicle safely to attend outreach events, recruit volunteers, and manage site operations at different locations.

Flexibility : Willingness to adapt to various physical settings and conditions, such as different community locations or varying workspace arrangements.