Volunteer Income Tax Assistance (VITA) Coordinator

United Way of Palm Beach County; West Palm Beach (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

United Way of Palm Beach County is seeking a VITA Site Coordinator to lead the Volunteer Income Tax Assistance program in Palm Beach County. You will collaborate with the Senior Director of Vita to ensure IRS and program requirements are met and e-file administration runs smoothly.

The role involves managing the site, coordinating volunteers, maintaining schedules, and ensuring quality and compliance, while engaging with the community to promote the service and guide clients through required

Qualifications

• Strong organizational, time management, and communication skills.
• Flexibility to adapt to changes and ability to work independently.
• Proficient computer skills; familiarity with TaxSlayer preferred and Windows/Office.
• High-school diploma or GED preferred.
• Bi-lingual in Spanish and/or Creole highly desired.

Responsibilities

• Maintain site schedule, operations, staffing, and outreach plans.
• Supervise volunteers; ensure site is open, staffed, and contact info is up to date.
• Ensure IRS e-file compliance; manage data collection and daily return transmission.
• Oversee on-site quality reviews and report volunteer hours.
• Lead community outreach to raise awareness and guide participants on required forms.

Skills

Organization

Time management

Interpersonal skills

Communication

Flexibility

Independent work

Education

High-school diploma or GED

Tools

TaxSlayer

Microsoft Windows/Office

Job description

Position Summary

The Volunteer Income Tax Assistance Program (VITA), provides free tax preparation services for low-moderate income households in Palm Beach County.

The VITA coordinator, manages, organizes, and supervises all aspects of the VITA site operations, including volunteers at the site. They work closely with the Senior Director of Vita on all aspects of site management, IRS and program requirements, and e-file administration.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• In conjunction with the VITA site "host" or main contact/responsible party, maintain site schedule, and follow VITA site plans and activities:
  • Site operations (hours, logistics).
  • Equipment and materials needed.
  • Staffing requirements.
  • Support Community outreach.
• Manage the site and supervise the volunteers and their activities:
  • Ensure that sites are open as scheduled and adequately staffed.
  • Maintain a list of all volunteers scheduled for each date and their cell and/or home phone numbers and e-mails.
  • Ensure sufficient tax forms and supplies are ordered and available.
  • Establish an on-site quality review system.
  • Report all volunteer hours to United Way Volunteer Center Manager for recording.
• Ensures compliance with IRS rules for e-filing at the VITA site, including:
  • Ensures all data collection occurs at the site.
  • Ensures all completed tax returns are transmitted at the end of each day and maintains a report of these returns.
  • Ensures rejected returns are either corrected or the affected taxpayer contacted.
• In conjunction with the VITA site "host" or main contact/responsible party, ensure the success of the site through effective outreach to the targeted community:
  • Ensure community awareness of the VITA site.
  • Ensure the community has the knowledge to effectively utilize the VITA site (what forms and documents to bring, whether an appointment must be scheduled, what signature(s) are required on the tax returns, etc.).
  • During the tax filing season, monitor effectiveness of site outreach activities.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Strong organizational, time management, interpersonal and communication skills.
• Flexible to changes, able to work independently and have strong problem-solving skills.
• Computer savvy. Familiarity with TaxSlayer preferred, Microsoft Windows/Office Environment.
• High-school graduate (or G.E.D.) preferred.
• Bi-lingual is highly desired (Spanish and/or Creole).

Physical Demands and Work 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 position. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions, consistent with the Americans with Disabilities Act (ADA) and applicable state and local laws. While performing the duties of this position, the employee is regularly required to talk and hear. The employee frequently is required to use hands or fingers, handle, or feel objects, tools, or controls. The noise level in the work environment is usually moderate.

Standards

• Ability to work in a team environment and work with / supervise volunteers.

Training Required

• Take and pass all VITA/IRS portions of training:
  • Volunteer Standards of Conduct, Intake/Interview and Quality Review.
  • VITA advanced tax law, Cancellation of Debt, HSA and Site Coordinator courses.
  • TaxSlayer electronic filing course.
  • One-on-one training with local IRS SPEC staff and/or other site coordinators.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at will" relationship.

United Way of Palm Beach County is an Equal Opportunity Employer, drug free workplace, and uses the federal government E-Verify system to verify employment eligibility