VITA Site Coordinator LTE

Goodwill of South Central Wisconsin, Inc.; Madison (WI); On-site; USD 17,000 - 28,000; Part time

Job summary

Goodwill of South Central Wisconsin, Inc. seeks a Site Coordinator to manage day-to-day VITA clinic operations and supervise volunteers, ensuring IRS VITA program compliance and high-quality taxpayer service at multiple sites in Madison.

The role requires coordinating schedules, resources, and training, while upholding confidentiality and data integrity in a fast-paced seasonal environment. A related degree and VITA certifications are preferred.

Qualifications

• Associate degree in accounting, finance, business administration, human services, or a related field preferred; or an equivalent combination of education and relevant work experience.
• Previous experience preparing individual income tax returns strongly preferred.
• Must attain and maintain required IRS VITA certifications appropriate to the position, including: Volunteer Standards of Conduct, Intake/Interview/Quality Review, Basic Tax Law, Advanced Tax Law, Site Coordinator.

Responsibilities

• Oversees assigned VITA site operations by ensuring required processes are in place and followed to support compliance with the IRS Quality Site Requirements and VITA program rules.
• Supervises and supports volunteers by communicating expectations, providing guidance, and promoting teamwork and service delivery.
• Coordinates site staffing and resources by developing volunteer schedules and ensuring equipment, supplies, and forms are available.
• Oversees tax preparation and quality review processes to ensure returns are complete and ready for quality review before filing.
• Supports taxpayer services by assisting with tax-related inquiries and appointment scheduling.

Job description

Description

Limited-Term Employment & Volunteer Requirement

This position is allotted 250 hours of limited-term employment during the tax season, beginning no sooner than December 1. In addition, this position may also require volunteer hours as needed during the tax season.

General Summary:

The Site Coordinator is responsible for the effective day-to-day operation of assigned VITA clinic sites. This position supervises and supports volunteers, coordinates site schedules and resources, promotes a positive taxpayer experience, and ensures assigned sites operate in accordance with IRS VITA program requirements, organizational policies, and established procedures. The Site Coordinator serves as a key resource for volunteers and works closely with the VITA Program Coordinator to support consistent and successful program operations.

Principal Duties & Responsibilities:

• Oversees assigned VITA site operations by ensuring required processes are in place and followed to support compliance with the IRS Quality Site Requirements, Volunteer Standards of Conduct, and other applicable VITA program requirements.
• Supervises and supports volunteers by communicating expectations, goals, program updates and operational requirements; providing guidance and assistance; addressing concerns; and promoting effective teamwork and service delivery.
• Ensures volunteer compliance and certification by verifying required Volunteer Standards of Conduct agreements and certifications are completed before volunteers begin working at the site and ensuring volunteers perform duties within their certification level and the scope of the VITA program.
• Coordinates site staffing and resources by developing and maintaining volunteer schedules, ensuring adequate coverage, and coordinating the availability of necessary equipment, supplies, forms, and other site resources.
• Oversees tax preparation and quality review processes by ensuring returns are complete and ready for quality review, and that designated Quality Reviewers complete the required review process before returns are filed.
• Supports taxpayer services by providing exceptional customer experience, responding to taxpayer questions and concerns, and assisting with tax-related inquiries and appointment scheduling within the scope of the position.
• Reviews completed tax returns with taxpayers and ensures required taxpayer signatures and authorizations are obtained prior to filing, including Form 8879, IRS e-file Signature Authorization, and applicable state tax return signature documents.
• Protects taxpayer information and documentation by ensuring taxpayer documents are handled securely and maintained in the appropriate files and data management systems in accordance with applicable privacy, security, and recordkeeping requirements.
• Communicates IRS program updates by sharing and monitoring adherence to Volunteer Tax Alerts (VTAs), Quality Site Requirement Alerts (QSRAs), and other applicable program updates with volunteers.
• Supports program coordination and reporting by working with the VITA Program Coordinator to prepare assigned sites for the tax season, coordinate appointments and site communications, prepare required materials, and submit accurate and timely data and grant information as requested.
• Identifies and addresses operational issues by evaluating site processes, resolving routine concerns, escalating issues when appropriate, and identifying opportunities to improve the quality and efficiency of site operations.

Requirements

Knowledge, Skills & Abilities Required or Preferred:

• VITA Program Knowledge: Knowledge of or ability to learn VITA program requirements, IRS procedures, Quality Site Requirements, Volunteer Standards of Conduct, and applicable taxpayer privacy and confidentiality requirements.
• Tax Knowledge: Knowledge of or demonstrated ability to learn federal individual income tax concepts and VITA tax preparation requirements.
• Leadership & Supervision: Ability to supervise, support, coach, and motivate volunteers with varying levels of experience and knowledge.
• Organization: Strong organizational and time-management skills with the ability to coordinate volunteers, appointments, site resources, documentation, and competing priorities.
• Communication & Customer Service: Strong verbal and written communication skills with the ability to communicate clearly and professionally with volunteers, taxpayers, and program staff.
• Problem Solving: Ability to identify and resolve routine operational issues, respond appropriately to taxpayer and volunteer concerns, and elevate matters when additional guidance or support is needed.
• Technology: Ability to learn and effectively use tax preparation software, scheduling systems, data management systems, Microsoft Office applications, and other technology used to support VITA operations.
• Confidentiality & Accountability: High level of integrity and accountability with the ability to safeguard sensitive taxpayers and financial information and maintain accurate records.
• Adaptability: Ability to work effectively in a fast-paced, seasonal environment and adapt to changing program requirements and site needs.
• Bilingual: Bilingual proficiency is a plus but not required.

Travel Required: Ability to travel up to 50%.

Education and/or work experience:

• Associate degree in accounting, finance, business administration, human services, or a related field preferred; or an equivalent combination of education and relevant work experience.
• Previous experience preparing individual income tax returns strongly preferred.
• Must attain and maintain required IRS VITA certifications appropriate to the position, including:

• Volunteer Standards of Conduct
• Intake/Interview/Quality Review
• Basic Tax Law
• Advanced Tax Law
• Site Coordinator

Description of physical working environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Ability to maintain a stationary position to be able to operate a computer and other office equipment, mostly indoor office environment.
• Must be able to clearly communicate, identify, analyze and assess details.
• Ability to move freely throughout our facilities and lift, push or pull up to 20 lbs.

Other duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Equal Employment Opportunity Employer:

Goodwill of South Central of Wisconsin provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

At Goodwill of South Central Wisconsin, great work starts with great people. We foster a positive workplace where employees are valued, empowered to grow, and connected to a mission that strengthens our communities.