VITA Program Coordinator

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.
• Provide day-to-day direction and support to VITA Tax Preparers and volunteers.
• Promote teamwork, professionalism, accountability, and high-quality customer service.
• Assist with volunteer recruitment, onboarding, orientation, scheduling, training, recognition, and retention activities.
• Monitor staff and volunteer performance during tax preparation activities and provide coaching or corrective guidance when necessary.
• Refer significant personnel or performance concerns to the Community Development Manager.
• Ensure staff and volunteers understand and follow confidentiality, privacy, security, and professional conduct requirements.
• Ensure clients receive courteous, respectful, professional, and culturally responsive services.
• Explain tax return information, refund or balance-due amounts, electronic filing procedures, and other tax-related information within the scope of the VITA program.
• Respond to client concerns or complaints and elevate significant matters to the Community Development Manager when appropriate.
• Protect the confidentiality and security of taxpayer information and personally identifiable information at all times.
• Ensure Tax Preparers and volunteers comply with IRS and KCAO privacy and security requirements.
• Monitor the proper handling, storage, transmission, and disposal of taxpayer information and documents.
• Immediately report suspected data breaches, unauthorized disclosures, lost documents, security incidents, or other confidentiality concerns.
• Ensure taxpayer information is accessed only by authorized personnel for legitimate VITA program purposes.
• Maintain accurate records of clients served, tax returns prepared, returns electronically filed, refunds, tax credits, volunteer participation, and other required program information.
• Assist with tracking VITA program performance and service outcomes.
• Assist with preparing reports required by KCAO, IRS, funders, grantors, and other authorized partners.
• Provide program information and statistics to the Community Development Manager as requested.
• Assist with evaluating program operations and identifying opportunities to improve efficiency, quality, and client service.
• Assist with outreach efforts to increase community awareness of KCAO's free VITA tax preparation services.
• Participate in community events, presentations, outreach activities, and tax preparation events as needed.
• Work with community organizations and partners to promote VITA services and reach eligible taxpayers.
• Support efforts to recruit qualified volunteers and increase community participation in the VITA Program.
• 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 when interacting with clients, volunteers, partners, and community members.
• Perform other related duties as assigned.

EDUCATION/EXPERIENCE REQUIREMENTS:

• Associate's degree in accounting, business, finance, public administration or related field and 6 months experience with tax preparation and 1 year experience with general clerical experience in an office setting.

OR

• High school diploma (or equivalent) and 3-years' experience with tax preparation and 2 years' experience with general clerical experience in an office setting.

AND

• Strong organizational, time management, and communication skills.
• Basic tax knowledge and computer skills for inputting tax return information into tax software.

OTHER REQUIREMENTS:

• Travel and attend out of area meetings and conferences as required per the funding source(s).
• Complete trainings to be certified to complete individual income taxes.
• Work variable hours and days, including those outside regular Monday through Friday, 8 a.m. to 5 p.m. business hours.
• Meet and maintain KCAO employment requirements which include:
  • Criminal Record Clearance through the California Department of Justice, FBI and Child Abuse Centralized Index (CACI), National Sex Offender Public Website (NSOPW), and the California Sex and Arson Registry (CSAR) (Megan's Law).
  • Reliable, insured transportation and valid California Driver License.
  • Motor Vehicle Report (MVR) acceptable to KCAO's vehicle insurer.
  • Health examination with tuberculin clearance.
• Ability to be contacted outside of regularly scheduled work hours in case of emergency

KCAO is an Equal Opportunity Employer and a Drug Free Workplace

KCAO participates in the E-Verify program that electronically confirms an employee's authorization to work in the United States that complies with the I-9 form.