2025 VITA Site Coordinator

Description
The VITA Site Coordinator will be responsible for daily operations of an assigned VITA site within Tarrant County, including customer service, client flow, volunteer supervision, and tax return accuracy. Site Coordinators must provide daily guidance to VITA Intake Specialists and volunteers on workflow, problem solving, and task completion, and ensure that clients are being served efficiently. These positions will be hired for the 2025 tax season, from January 2025 through April 2025, based upon funding and individual performance.
Supervisory Responsibilities: 1-2 direct reports Certified Intake Specialist Staff & VITA Volunteers
Essential Duties and Responsibilities:

• Understanding, implementing and adhering to all IRS Quality Site Requirements at assigned site, including privacy laws and rules.
• Monitoring and implementing IRS updates provided by the IRS SPEC Relationship Manager.
• Timely completion of all reports as required by VITA Program Manager. For example, Form 13206, Volunteer Assistance Summary Report Monthly and a weekly report).
• Validating ALL volunteer identities and certification training levels before allowing them to volunteer.
• Supervising VITA staff and volunteers working at the site.
• Developing and implementing processes for volunteers explaining logistics/systems used at the site.
• Developing and maintaining volunteer schedules to ensure adequate coverage, supplies, and equipment at the site.
• Ensuring adequate supplies and equipment are maintained at the site by notifying VITA Manager, VITA Coordinator or IRS as needed.
• Providing excellent customer service with the site host, volunteers, taxpayers and all other stakeholders.
• Monitoring site's Intake/Interview Process and ensure all volunteers use Form 13614-C, Intake/Interview & Quality Review Sheet, for every tax return prepared.
• Ensuring 100% quality reviews are conducted by a designated or peer-to-peer quality reviewer. Publication 4012 includes a checklist that which must be covered during the Quality Review Process.
• Verifying the site is using the correct SIDN and EFIN on all tax returns by monitoring your VITA staff and IRS provided software.
• Ensuring all taxpayers and spouses provide photo identification and that volunteers confirm SSN or ITIN for everyone listed on the tax return.
• Ensuring all taxpayers with returns out of the scope of the VITA/TCE Programs are told they are not eligible for traditional VITA/TCE tax return preparation and are referred to explore Free File options or use a professional tax return preparer.
• Ensuring the return preparers and the quality reviewers are exercising due diligence by advising taxpayers of their ultimate responsibility for information on their return.
• Ensuring all completed tax returns are electronically submitted within the required IRS VITA tax return submission policy.
• Ensuring any virtual processes are documented on the required IRS form and adhere to per the IRS Publication 4299 Privacy, Confidentiality, and Civil Rights a Public Trust.
• Reporting any potential violations of the IRS Volunteer Standards of Conduct to VITA Program Manager immediately.

Essential Knowledge, Skills and Abilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Must be eligible to work in the United States (No Sponsorship)
• Excellent analytical and networking skills
• Work in a fast-paced environment
• Flexible and able to work occasional evenings and weekends; frequent evening and weekend hours will be required during United Way of Tarrant County open VITA season.
• Professionalism, discretion, and consideration working with a diverse population of volunteers and clients. Must be able to successfully manage differing interests and viewpoints
• Prior experience with VITA preferred
• 1-2 years of customer service experience, experience working with volunteers preferred.
• Prior supervisory experience preferred; Ability to serve as a strong team member is essential
• Ability to manage multiple tasks and meet deadlines effectively
• High energy level and ability to work both independently.
• Demonstrated computer proficiency. Experience with databases as well as Word, Excel, and Power Point preferred
• Office organization/management/administrative skills
• Ability to use strategic thinking and use good judgment
• Must have excellent and effective oral and written communication skills, exhibiting strong group presentation skills
• High degree of accuracy in all work and documentation
• Capacity to work independently and interdependently
• Additional duties as assigned

Educational Requirements:

• High School diploma/GED; Associates Degree preferred

Additional Requirements:

• Valid Texas driver's license, minimum state insurance and reliable transportation required for occasional driving between VITA sites.
• Reliable Internet access to support occasional remote work.
• Consistent communication skills; and familiarity with various client populations including low-income households such as homeless community members.
• Candidates must also have the ability to work effectively under pressure.
• Candidates must be able to pass the following IRS tests/trainings in timeframe required:
  
  • Volunteer Standards of Conduct
  • Intake/Quality Review,
  • Advanced Tax Law Certification
  • Site Coordinator Training

Personal Skills and Attributes:

• Fluency in English required; fluency in Spanish preferred and required for certain locations
• An individual with the utmost professional and personal integrity
• Personal values consistent with United Way mission

Work Hours/Environment:

• Must be available to work approximately 30 hours per week. Standard hours may be between 9 a.m.- 3 p.m. Monday-Saturday based on individual site schedule during open tax season. During tax season, the schedule will be adjusted to accommodate evening tax season hours. Will require evening and weekend work. Specific site hours will be communicated prior to tax season.
• The primary work location for this position is at a UWTC office or assigned VITA location.
• Required staff meeting attendance weekly.

About United Way of Tarrant County
United Way of Tarrant County brings people together to build strong communities where everyone thrives. As a nonprofit leader, we help communities tackle tough challenges and work with private, public and nonprofit partners to boost education, financial stability and health resources. We also serve as the regional grantee for Tarrant County's Area Agency on Aging (AAA), invest in and maintain a cooperative relationship with the state's 2-1-1 call center and provide support to local veterans, active military personnel and their families through our partnership with the Texas Veterans Network.
United Way of Tarrant County and AAA employ approximately 80 people dedicated to our mission. We celebrated our 100th anniversary in 2022 and are ready to serve Tarrant County for years to come.