Free Tax Prep Program Site Coordinator

Description:

The Free Tax Prep Program Site Coordinator is responsible for coordinating North Hills Community Outreach’s Free Tax Prep Program. This role ensures smooth operations of the Free Tax Prep (FTP) sites, high-quality preparation of federal, state, and local tax returns for low- to moderate-income clients, and compliance with IRS, United Way, and NHCO standards. The coordinator manages volunteers, schedules appointments, maintains site readiness, and provides oversight of all tax preparation activities.

Essential Duties

• Complete all required classroom and online trainings, successfully achieving IRS Volunteer Advanced and Site Coordinator certification.
• Recruit, schedule, train, and support volunteer tax preparers throughout the tax season.
• Prepare and maintain VITA tax sites, ensuring compliance with IRS Quality Site Requirements.
• Manage appointment schedules and coordinate workflows for efficient site operations.
• Ensure all volunteers adhere to IRS Code of Conduct, confidentiality regulations, and training/documentation requirements.
• Oversee preparation of federal, state, and local tax returns, including property tax, rent, or local services tax rebates where applicable.
• File electronic tax returns in compliance with IRS guidelines; resolve rejected returns as required.
• Provide guidance to volunteers and clients on tax-related questions while maintaining high standards of service and confidentiality.
• Promote the Free Tax Prep Program and assist with volunteer recruitment efforts.

Secondary Duties

• Make appropriate referrals to other NHCO programs and services based on identified Taxpayer's needs.
• Collaborate with NHCO staff and external partners to enhance program delivery and community outreach
• Participate in team meetings, training sessions, and organizational initiatives as required.
• Perform additional duties assigned by NHCO or the United Way Free Tax Prep Coalition to ensure smooth program delivery.

Requirements:

Knowledge, Skills and Abilities

• Basic understanding of tax preparation; willingness to learn and adhere to IRS procedures.
• Ability to work with diverse low-income individuals, families, and volunteers.
• Competence in Microsoft Office and familiarity with tax software (e.g., TaxSlayer).
• Strong interpersonal and communication skills, both verbal and written, with the ability to interact effectively with diverse clients and community partners.
• Ability to manage multiple tasks and deadlines independently with professionalism and attention to detail.
• Ability to work independently in a community-based setting while maintaining accountability to NHCO and partner agencies.
• Commitment to NHCO’s mission and values, demonstrating empathy, integrity, and collaboration.
• Basic office and computer skills, including operating standard office equipment (keyboard, printer, copier, etc.).

Experience/ Education Requirements

• Degree in accounting or related field preferred; or four (4) years of directly related experience.
• Experience working with volunteers and low-income individuals or families preferred.
• Required to submit Child Abuse Clearance, Criminal Background Check, FBI Fingerprint Clearance, and Mandatory Reporter Training.

Working Conditions/ Physical Demands:

While performing the duties of this job, the employee must be able to:

• Seasonal work, mid-January through April, with training beginning in October.
• Minimum 20 hours/week; must be available for at least two evenings per week and Saturday mornings during tax season.
• Work performed primarily in an office setting with occasional community or off-site travel and some remote work options.
• Requires sitting, standing, walking, and occasional bending or reaching and ability to lift up to 40 lbs.
• Normal range of hearing and eyesight to record, prepare, and communicate information.
• Eye-hand coordination to operate office equipment and computers.
• Local travel by and transportation of garden items in employees-provided automobiles is required, with mileage reimbursed per NHCO mileage reimbursement policy.