CLASSIFICATION TITLE:

SALARY:

DEPARTMENT:

Opening Date:

Closing Date:

FLSA STATUS: Non-exempt - overtime pursuant to Human Resources and Labor Relations Policy

EMPLOYMENT RELATIONSHIP: Just cause subject to probationary period

GENERAL SUMMARY:

The Volunteer Income Tax Assistance (VITA) Program provides free income tax preparation to low-to-moderate-income individuals and families earning less than $63,000 a year. Supervises IRS-trained volunteers that are certified to prepare basic tax returns using TaxSlayer Online software. VITA sites also connect families to programs and services that can help them to maximize their tax refunds, such as matched savings programs, budget coaching, financial education, and benefits screenings.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Work with other site staff to schedule dates and times that the Volunteer Tax site will be operational.

Develop and maintain schedules for volunteer tax preparers, greeters and quality reviewers. Schedule appointments for taxpayers to have taxes prepared at site.

Recruit volunteers for the VITA site.

Ensure that adequate volunteer coverage, supplies, forms and equipment are maintained at tax site.

Monitor volunteers to ensure quality review is being conducted and privacy is maintained. Support volunteers by answering questions, solving problems and correcting errors

Work with volunteers and tax payers to address returns that the IRS filing center has rejected.

As schedule allows, attend monthly VITA Coalition meetings with other VITA sites and IRS representatives to share best practices, troubleshoot issues, and discuss regional marketing and volunteer recruitment plans.

Ensure that information about asset-building and financial education resources are available.

Reviews client filled intake documents IRS Form 13614-C and IRS 14446 for accuracy and signatures.

Make copies of social security cards and driver's license for drop off services. Verify all supporting documents are received with intake documents.

Quality review of tax forms with volunteer tax preparers.

Reviews returns with clients during pick up and verifies signatures with drivers license signatures. Contact clients if there are rejects or problems with returns.

Performs related work as required.

QUALIFICATIONS:

Required Education and Experience

• High school diploma or GED equivalent
• Pass the IRS certification exam for Advance and Site Coordinator, Standards of Conduct and Intake and Interview Test
• Basic tax knowledge (Form 1040, Form 1040A and Form 1040EZ) and experience preparing tax returns
• Experience in preparing tax returns and use of tax preparation software

Required Licenses or Certifications

• Possession of a valid Michigan driver’s license, operable automobile and insurance

Preferred Education and Experience

• Associates degree or higher
• Three (3) or more years of office clerical, bookkeeping or accounting related work experience

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES:

Knowledge of:

• Modern office procedures and methods
• Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County
• Principles and practices of basic bookkeeping and invoice processing
• General clerical/administrative support and secretarial processes common to office administration
• Accounts receivable and payable procedures
• Payroll processing and timekeeping
• Manual and electronic filing and record keeping procedures and retention schedules
• HIPAA and other laws or County policies for maintaining record confidentiality
• County, State of Michigan and department policies and practices for ordering and maintaining inventory of necessary supplies for daily office/clinic or department operation
• A variety of programs eligibility, enrollment and verification policies and practices
• Database applications and report writing, data mining and collection for operational review (Financial/Electronic Medical Records, Court Case Management and others)

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public
• Providing customer service to internal and external customers via phone, email and in person
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Organization and time management
• Operating personal computers with current versions of office efficiency software and applications
• Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting
• Assigning, prioritizing, monitoring, and reviewing work assignments

Ability to:

• Provide excellent customer service to both internal and external customers with tact and courtesy
• Effectively speak, write and understand the English language
• Speak and understand a language other than English is preferred
• Understand and carry out oral and written directions
• Meet schedules and deadlines of the work
• Accurately organize and maintain paper documents and electronic files
• Work independently
• Maintain the confidentiality of information and professional boundaries
• Perform moderate level clerical/administrative related duties with a high degree of accuracy
• Lead and train staff and coworkers
• Learn new policies, practices and procedures
• Read and understand laws, rulings and other published guidance
• Handle, process and account for large sums of cash/money
• Understand and follow complex registration, eligibility and enrollment guidelines

WORK ENVIRONMENT/CONDITIONS:

The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job.

N/S=Never/Seldom   O=Occasionally   F/C= Frequently/Continuously

Work Environment

Office or similar indoor environment: F/C

Outdoor environment: N/S

Street environment (near moving traffic): N/S

Construction site: N/S

Confined space: N/S

Exposures

Individuals who are hostile or irate: O

Individuals with known violent backgrounds: N/S

Extreme cold (below 32 degrees): N/S

Extreme heat (above 100 degrees): N/S

Communicable diseases: N/S

Moving mechanical parts: N/S

Fumes or airborne particles: N/S

Toxic or caustic chemicals, substances, or waste: N/S

Loud noises (85+ decibels): N/S

Blood Borne Pathogens: N/S

PHYSICAL DEMANDS

T​he physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

N/S=Never/Seldom   O=Occasionally   F/C= Frequently/Continuously

Demand:

Balancing on even or uneven surfaces/ground: N/S

Bending (forward or backward bending at the waist): N/S

Climbing up or down stairs, ladders, scaffolding and platforms: N/S

Crawling (moving about on hands and knees). Inspecting in confined spaces: N/S

Digging:  N/S

Driving on sealed and unsealed roads: O

Grasping, gripping, holding, clasping with fingers or hands: O

Kneeling to work at low levels: O

Leg/Foot movement to operate machinery: N/S

Manual Dexterity (fine finger movements i.e., keyboard operating, writing): F/C

Lift/Carry/Move objects from one level/position to another up to 34 pounds: O

Push / Pull objects away from or towards the body: N/S

Reaching overhead (arms raised above the shoulder) or forward reaching (arms extended): N/S

Sitting in a seated position during the task performance: F/C

Standing in an upright position without movement: O

Walking considerable distances in the facility on multiple surfaces: O

Running considerable distances in the facility on multiple surfaces: N/S

GENERAL REQUIREMENTS AND DISCLAIMERS

Complies with P.A. 390, as amended, known as the State’s Emergency Management Act and the County’s Emergency Management resolution as well as all related plans, policies and procedures covered by those statutes.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities.  Please tell us if you require accommodation to apply for a job or to perform your job.  Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment amongst other possible accommodations.