United Way of the Mid-South
Department/Division: Community Impact
Reports to: Director, Community Impact
Employment Status: Non-Exempt
FLSA Status: Hourly Temp Part Time
United Way of the Mid-South is a multi-million-dollar non-profit, public charitable foundation that mobilizes financial and human resources, across 8-counties, to meet critical needs and to help ensure that hundreds of thousands of Mid-Southerners can achieve their highest potential. We support high-performing nonprofit agencies that are on the front lines fighting to decrease poverty in our community by addressing the essential building blocks for success – education, financial stability, and health – while maintaining vital safety net services in food, shelter, and safety for individuals facing crisis situations. By joining United Way of the Mid-South, you are uniting with a team that is moving the needle on poverty and making our community a place where everyone can thrive.
The United Way of the Mid-South (UWMS) is seeking a well-organized and independent leader to serve as an Assistant Site Coordinator for a Free Tax Preparation/ VITA (Volunteer Income Tax Assistance) tax site. Overseeing a free tax site, which offers free federal and state income tax preparation for qualifying families and individuals from January – April. With the guidance of the Director, Community Impact, this individual will assist in the management of a Free Tax Preparation/VITA site in one of 8 counties in our service area with a goal of increasing participation and providing excellent quality service.
Primary Duties and Responsibilities
- Assist in recruiting, scheduling and managing volunteer tax preparers for the 2020 tax season, ensuring all volunteers have obtained the necessary certifications.
- Assist in providing regular reports to UWMS to support IRS reporting requirements.
- Complete the Volunteer Standards of Conduct, Intake/Interview/Quality Review, Site Coordinator, advanced IRS Tax Law, HSA and Military certifications.
- Will assist with tax preparation when necessary.
- Comfort and experience working with computers and web based reporting programs is required.
- Assist with administering and coordinating UWMS tax preparation sites operated by United Way of the Mid-South.
- Assist with managing all aspects of the tax sites to ensure superior quality and service to clients.
- Recruit and assist in the training of volunteer tax preparers for the tax site.
- Conduct Quality Reviews (or arrange for review) of each tax return submitted by volunteers.
- Ensure adherence to UWMS and IRS policies, procedures, standards of operations and guidelines.
- Ensure compliance with tax laws when preparing federal and state income tax returns.
- Ensure compliance with IRS privacy and confidentiality policies.
- Ensure all IRS and UWMS forms are completed.
- Assist in set-up, operation, and maintenance of laptops, wireless equipment and printers
- Assist with marketing and publicity for all UWMS tax sites.
- Collect volunteer hours and feedback throughout the tax season.
- Collect Customer Satisfaction Surveys throughout the season.
- Perform other work as assigned.
- Work appropriately and enthusiastically with others and respond appropriately in interpersonal situations.
Assistant Coordinator Responsibilities
As an Assistant Site Coordinator, you will be assisting the Site Coordinator who has the following responsibilities:
- Ensures that the site is prepared to run efficiently. Responsible for program coordination and various administrative duties associated with managing a site.
- Complete SPEC Site Coordinator Training by attending a partner sponsored training or viewing Publication 5088, Coordinator Training PowerPoint.
- Publication 5088 can be viewed through Link & Learn Taxes or the PowerPoint can be downloaded from irs.gov.
- Complete Volunteer Standards of Conduct (Ethics) certification.
- Complete Publication 5101, Intake/Interview & Quality Review certification.
- Verify that every volunteer (including you) has signed and dated Form 13615, Volunteer Standards of Conduct Agreement – VITA/TCE Programs, prior to working at the site.
- Validate certification training levels for all volunteers.
- Verify the identity of all volunteers via photo identification prior to the volunteer working at a VITA/TCE site.
- Supervise volunteers working at the site.
- Develop a process to explain to volunteers the logistics and systems used at your site.
- Develop and maintain schedules for all volunteers to ensure there is adequate coverage, supplies, and equipment at your site.
- Limit volunteer access in the tax software to only those duties the volunteer performs. Monitor the site’s Intake/Interview Process and ensure all volunteers use Form 13614-C, Intake/Interview & Quality Review Sheet, for every tax return prepared.
- Establish a process to ensure all IRS tax law-certified volunteer preparers and quality reviewers are assigned returns within their level of certification and within scope of the VITA/TCE Programs (see the Scope of Service Chart in the Publication 4012, Volunteer Resource Guide).
- Create a process to identify everyone who made changes to a tax return, including the preparers, quality reviewers, reject correctors, transmitters, etc.
- Ensure all IRS tax law-certified volunteer preparers are having a discussion with the taxpayer while reviewing the information on Form 13614-C prior to preparing the return.
- Ensure a process is in place to conduct 100% quality reviews by a designated or peer-to-peer quality reviewer. Form 13614-C includes action items which must be covered during the quality review process.
- Validate your site is using the correct SIDN on all tax returns.
- Ensure all taxpayers and spouses provide photo identification and that volunteers confirm SSN or ITIN for everyone listed on the tax return.
- Ensure all customers with returns outside the scope of the VITA/TCE Programs are referred to a professional tax return preparer.
- Share and monitor adherence to the VTA and QSRA with all volunteers.
- These alerts are available at www.irs.gov using Quality and Tax Alerts for IRS Volunteer Programs for the Keyword Search box or by accessing http://www.irs.gov/Individuals/Quality-and-Tax–Alerts-for-IRS-Volunteer-Programs.
- Ensure the return preparers and the quality reviewers are exercising due diligence by advising taxpayers of their ultimate responsibility for information on their return.
- A general understanding of income tax law is helpful, paid IRS-sponsored training will be provided
- Successful completion of the IRS advanced course is required to provide quality control, support, and guidance to volunteers
- Ability to work well in a fast-paced environment, and display a supportive and professional disposition with diverse populations
- Experience and comfort serving clients from diverse backgrounds
- Comfort with technology (computers, software, internet platforms, etc)
- Self-motivated with a high degree of flexibility, creativity, and independence
- Flexible schedule (some assignments will require weekend/evening work)
- Possess excellent organizational, leadership, and management skills
This position requires the employee to be able to lift 30 pounds. The employee is regularly required to stand for long periods of time. The employee is frequently required to use finger and hand motion, and to reach using arms and hands. The position may also require significant walking and capability to climb stairs. The employee will need to have the ability to talk to and hear customers during events. Specific visual abilities required include close vision, distance vision, depth perception and ability to adjust focus. There may be additional physical requirements associated with off-site corporate or volunteer events.
United Way of the Mid-South is an equal opportunity employer and does not discriminate against any person because of race, color, creed, religion, sex, national origin, disability, age, genetic information or any other characteristic protected by law. This nondiscrimination policy extends to all terms, conditions, and privileges of employment as well as the use of all company facilities, participation in all company-sponsored activities, and all employment actions. United Way of the Mid-South will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship.
This position requires a valid Driver’s License, car insurance and reliable transportation. The position also requires flexible hours outside of normal business hours and some local travel to meet with partners.
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 position. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.
United Way Core Competencies for ALL Staff
- Mission-Focused: Catalyze others’ commitment to the mission to create real social change that leads to better lives and healthier communities. This drives their performance and professional motivations.
- Relationship-Oriented: Understands that people come before the process and is astute in cultivating and managing relationships toward a common goal.
- Collaborator: understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
- Results-Driven: Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
- Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.
To apply for this job email your details to firstname.lastname@example.org