What are the responsibilities and job description for the Volunteer Income Tax Assistance (VITA) Site Coordinator position at Prince George's Community College?
Manage the oversight of VITA site operations, manage volunteers and report tax site progress to the FEC@PGCC, PGCC Foundation, and, as directed, grantor organizations. The Site Coordinator works with the Assistant Site Coordinator, as well as Quality Reviewers to ensure that the site operates according to established guidelines. Work collaboratively with the FEC@PGCC Program Director and Site Coordinator, to deliver administrative tasks (i.e., grant data and reporting, etc.) and assist with tax preparation programming that supports the FEC@PGCC´s strategic goals and objectives, the college’s strategic plan, and meet current and emerging community needs.
Minimum Qualifications
EDUCATION AND EXPERIENCE
Required
- High school diploma or GED.
- Requires 2 years of programmatic and administrative support experience. Articulate and professional manner with clients and staff.
- Experience working in a non-profit organization.
- Must possess the following certifications
- VITA/TCE Volunteer Assistors
- Site Coordinator
- Volunteer Standards of Conduct
- Intake Interview & Quality Review
Preferred
- Prior VITA Site managing and support roles.
- Experience with free tax sites or tax filing preferred, but not required
- Experience managing volunteers or experience in a Volunteer Income Tax Assistance program
Criteria
CRITERIA: The following criteria, which are not the sole criteria used in the final hiring decision, will be used to review the applications of those persons who meet the stated minimum qualifications and to select those qualified applicants who will be interviewed. Other information and observations made during the interview process may be considered in the selection process. A Resume/CV and cover letter are required with the application. Please ensure that your documents address the criteria listed below for this position
ESSENTIAL DUTIES
- Oversee all operational needs of a tax site, including facilities management, as well as coordinating closely with quality reviewers and support their efforts to ensure accuracy of returns. Defers to reviewers on issues of ensuring preparation quality.
- Execute site procedures according to IRS guidelines, performing duties with minimal supervision from the FEC@PGCC, which includes the program director, site coordinator.
- Provides customer services by disseminating forms/applications and answering specific questions regarding VITA site, as well as FEC@PGCC programs and services. Manage workflow of tax site: set-up space; facilitate client sign-in and intake; ensure orderly and thorough screening process and reduce wait time. Serve as the main contact for clients to address questions or concerns about their experience at the tax site. Promptly respond to inquiries from clients or the IRS.
- Prepares material relating to reports and other important and confidential matters. Ensure security of confidential information. Enters statistical and narrative data into computer and database files according to established procedures and generates standard lists and reports as required.
- Maintains documents, forms, correspondence, etc. According to established filing system, which they may participate. Prepares files including organizing and assembling required documents.
- Coordinates with program director and site coordinator (other part-time staff as assigned) to relay, retrieve, receive and post marketing materials for the VITA site and FEC@PGCC (i.e. Flyers, posters, etc.).
- Composes correspondence from verbal instructions or brief written notes.
- Types a variety of documents, i.e., in-take forms, memoranda, handouts, guides, manuals, orientation manuals, procedure manuals, material orders and purchases, evaluation comments, schedules, certificates, brochures, and miscellaneous forms; checks for accuracy and completeness; prepares for printing and distributes.
- Works to coordinate contracted and volunteer staff members (i.e. Scheduling, training, trouble shooting); Communicate regularly with volunteers and maintain volunteer database; Track and report hours for volunteers and paid staff.
- May be required to attend various partner, funder, and internal meetings related to convening VITA site.
- Performs other related duties as assigned
KNOWLEDGE, SKILLS AND ABILITIES
- Strong interpersonal skills and experience in a management role.
- Must be dependable and self-directed, detail oriented, organized, efficient, and able to multi-task in a fast-paced environment.
- Must have ability to respond to tax site related emails and phone calls during the workday on occasion.
- Skills in communication, interpersonal skills as applied to interaction with coworkers, supervisor, faculty, students, college personnel in other areas, the general public, etc. sufficient to exchange or convey information and to receive and carry out work assignments.
- Knowledge of producing typewritten materials accurately and in a timely manner through the use of word processing; skilled in MS Word, Excel and PowerPoint.
- Knowledge of general administrative office practices and procedures including basic office workflow procedures.
- Knowledge of data processing methods, information storage and retrieval techniques.
- Skills in administrative office functions such as typing/data entry, filing, answering telephones.
- Skills in the operation of basic office equipment and machines, computer terminal, typewriter, copy machines, adding machines, etc.
- Skills in basic mathematical computations.
- Skills in the use of computer hardware and applicable computer software.
- Ability to maintain confidentiality and handle confidential documents and reports.
- Ability to work with a diverse population.
- Ability to work independently and to make decisions on own
Job Requirements
PHYSICAL REQUIREMENTS
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of video-conferencing technology, the telephone and in-person contact as normally defined by the ability to see, read, talk, hear, handle, or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant climbing, stooping, kneeling, crouching, pushing, pulling, and grasping. Moderate reaching, standing, walking, lifting and repetitive motion required. The employee frequently is required to sit and reach with hands and arms. The incumbent must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The college reserves the right to review each requested accommodation and determine if such poses an undue hardship. The description given is intended only to provide information about the general nature of the job and is not an all-inclusive list of the job duties, skills or abilities which may change from time-to-time.
OTHER REQUIREMENTS
- Acquire appropriate IRS VITA program year-to-year training and certification(s), including: Basic tax knowledge (Form 1040 and supporting schedules); Pass the IRS Tax Test at the Advanced Level.
- Weekday evenings and weekends on Saturdays from as early as December through May. Additional hours during the week may be required to oversee volunteer coordination, and the e-file process
- Ability to communicate effectively in spoken and written standard English.
- As required by the 1986 Immigration Act, be prepared to present acceptable documentation showing your identity and that you are a U.S. citizen or an alien who is authorized to work.
- A background investigation will be conducted prior to the offer of employment. A signed authorization for the release of personal information will be required if selected for an interview.
Is Background Check Required?
Yes
Is the incumbent responsible for working with minor children or directly engaging with minor children on campus?
No
