VITA Program Manager

Description

VITA Program Manager

 Marksbury/Palmer WayPoint Center
400 East Fifth Street
Lexington, KY 40508 

Description

The VITA Program Manager provides leadership for United Way of the Bluegrass’s Volunteer Income Tax Assistance (VITA) program throughout UWBG’s service area. This position oversees the full administration of the program, including site operations, volunteer and Site Coordinator management, IRS grant compliance, quality control, financial oversight, data collection, and performance reporting.

The VITA Program Manager ensures that all program activities comply with IRS Publication 4671, IRS Publication 5683, 2 CFR Part 200, IRS Quality Site Requirements, federal grant allowability requirements, and applicable taxpayer privacy and data-safeguarding standards. The Manager serves as UWBG’s primary liaison to the IRS Grant Program Office and VITA/TCE Territory Office.

This position reports to the Director of Community Impact and works closely with VITA coalition partners, Site Coordinators, volunteers, the Community Investment Systems Coordinator, Finance, Resource Development, Marketing, the Volunteer Center, 2-1-1 Information and Referral, and the Bank On Coalition.

This is an IRS grant-funded position. Continued employment is contingent upon the continuation of the applicable grant funding and United Way of the Bluegrass’s ongoing receipt of those funds. If funding is reduced, delayed, or discontinued, the position may be subject to a reduction in hours, restructuring, or elimination.

Essential Functions

Program Administration and Operations

• Oversee the administration, growth, and operational success of the VITA program across all UWBG-supported tax preparation sites.
• Serve as the primary liaison between UWBG and the IRS Grant Program Office and as the primary point of contact for VITA/TCE Territory Office communications.
• Recruit, train, schedule, and supervise Site Coordinators and volunteer tax preparers during each filing season.
• Ensure all VITA sites comply with IRS Quality Site Requirements and Title VI nondiscrimination requirements.
• Ensure all volunteers and employees complete required annual IRS certifications, including Volunteer Standards of Conduct, Intake/Interview and Quality Review, and the certification level appropriate to their assigned roles.
• Manage site logistics, program supplies, and electronic filing and tax-preparation software administration in coordination with IRS-provided systems.
• Coordinate with Marketing, the Volunteer Center, and 2-1-1 to promote free tax preparation services and recruit program volunteers.
• Troubleshoot client, volunteer, and site-level concerns, including requests for off-season taxpayer assistance.
• Maintain compliance with applicable taxpayer privacy, confidentiality, and data-safeguarding requirements.

Grant Compliance and Financial Management

• Manage the annual VITA grant application and reporting cycle, including the October 1 through September 30 period of performance, in accordance with IRS Publication 4671.
• Ensure all grant expenditures comply with the allowable-cost guidance contained in IRS Publication 4671, Appendix B.
• Confirm that grant-funded expenses are direct, reasonable, properly documented, and incurred solely in support of the VITA program.
• Maintain required time-and-effort documentation for all non-volunteer employees whose time is charged to the VITA grant.
• Ensure timesheets and supporting records clearly distinguish VITA program time from time devoted to other duties or programs.
• Track and document required matching funds and submit matching-fund documentation within established grant deadlines, including within 20 days of the award notice when required.
• Partner with Finance to prepare accurate and timely SF-425 federal financial reports and Division of Payment Management drawdowns.
• Ensure ongoing compliance with 2 CFR Part 200, the VITA Grant Terms and Conditions, applicable cost principles, audit requirements, and grant-monitoring obligations.
• Maintain compliance with the grant’s Civil Rights Section requirements.
• Maintain clear cost and time-allocation boundaries between VITA-funded activities and adjacent Financial Stability, AFI: Back On Track, or Financial Education and Asset Building programming.
• Charge Financial Education and Asset Building costs to the VITA grant only when those services are provided in direct connection with VITA service delivery.

Data, Evaluation, and Reporting

• Ensure the accurate and timely collection, entry, maintenance, and reporting of data for all VITA program activities.
• Coordinate with the Community Investment Systems Coordinator to maintain complete and accurate program databases and records.
• Track and report the number of tax returns filed, refunds generated, and Earned Income Tax Credit, Child Tax Credit, and other tax-credit dollars returned to the community.
• Prepare VITA performance data, program narratives, and impact summaries for the Board, funders, community partners, and other stakeholders.
• Prepare prior-year performance summaries and other data required for the annual VITA grant application.
• Maintain organized and complete records to support grant reporting, monitoring, audits, and program evaluation.

Partnerships and Community Representation

• Build and maintain productive relationships with local financial institutions, community organizations, VITA coalition partners, and participating tax-preparation sites.
• Represent UWBG’s VITA program at community meetings, coalition events, and other activities as requested.
• Convene periodic meetings with program partners and Site Coordinators to support planning, troubleshooting, communication, and continuous program improvement.
• Collaborate with internal departments and external partners to expand access to free tax preparation services throughout UWBG’s service area.
• Perform other related duties and support special projects as assigned.

Requirements

 Qualifications

• Bachelor’s degree in accounting, finance, business administration, social work, or a related field preferred. An equivalent combination of education and relevant professional experience will be considered.
• Previous experience with VITA or a comparable free tax preparation program strongly preferred.
• Must obtain and maintain IRS VITA/TCE certification at the Site Coordinator level or higher within the first filing season.
• Experience with federal grant administration and familiarity with 2 CFR Part 200 cost principles preferred.
• Nonprofit program management, volunteer management, or AmeriCorps/VISTA supervisory experience preferred.
• Strong organizational skills and sustained attention to compliance requirements, grant allowability rules, documentation, and reporting deadlines.
• Excellent written and verbal communication skills, including the ability to communicate effectively with IRS program staff, funders, employees, volunteers, clients, and community partners.
• Strong project-management skills, including timely and consistent follow-up and the ability to coordinate multiple sites, partners, deadlines, and program activities.
• Ability to lead effectively within a team environment, take initiative, share credit, accept responsibility for outcomes, and work independently when necessary.
• Effective problem-solving and decision-making skills, particularly during the time-sensitive tax filing season.
• Proficiency with Microsoft Office and database systems. Experience with VITA, electronic filing, tax-preparation, or program data systems is preferred.
• Valid Kentucky driver’s license and access to a reliable, insured vehicle for work-related travel throughout UWBG’s service area.

Work Environment

This position operates in a combination of professional office, community, and VITA tax-preparation site environments. The role routinely uses standard office equipment, computers, phones, database systems, electronic filing systems, and digital communication platforms.

The position requires frequent interaction and collaboration with employees, volunteers, taxpayers, Site Coordinators, IRS representatives, financial institutions, funders, coalition members, and community partners. Regular travel between  

Marksbury/Palmer WayPoint Center, the Perimeter Drive office, VITA sites, partner locations, and community meetings throughout UWBG’s service area is required.

During tax filing season, the employee may work in busy public-facing environments with moderate noise levels, crowds, competing priorities, and changing activity levels.

Expected Work Hours

This is a full-time, non-exempt position with a standard workweek of 37.5 hours. Regular working hours are generally Monday through Friday, from 8:30 a.m. to 5:00 p.m.

A nonstandard schedule is required during tax filing season and may include evenings, Saturdays, extended hours, or adjusted working hours to support VITA site operations, volunteers, filing deadlines, community events, and taxpayer needs.

All hours worked must be accurately recorded and managed in accordance with UWBG’s timekeeping and overtime-approval requirements.

Physical Requirements

The employee must be able to perform the essential functions of the position, with or without reasonable accommodation. The position regularly requires the employee to:

• Remain in a stationary position and work at a computer for extended periods.
• Communicate effectively in person and through telephone, video, and electronic platforms.
• Move throughout the office, VITA tax-preparation sites, community locations, and event spaces.
• Operate standard office, computer, and tax-preparation equipment.
• Travel between UWBG offices, community partner locations, and VITA sites throughout the service area.
• Occasionally lift, carry, or move program supplies, equipment, files, or office materials weighing up to 25 pounds.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the position’s essential functions.

Pre-Employment Screening Requirements

Employment is contingent upon the successful completion of UWBG’s applicable pre-employment screening requirements, which may include:

• Verification of employment history and educational or professional qualifications.
• Professional reference checks.
• Criminal background screening.
• Verification of a valid driver’s license and required automobile insurance.
• Verification of authorization to work in the United States.
• Completion of any IRS-required suitability, certification, or program screening requirements.
• Any additional screening required because of the position’s access to taxpayer information, financial information, confidential records, or federal grant-funded systems.

Benefits

• United Way of the Bluegrass offers eligible full-time employees a comprehensive benefits package that may include:
• Medical, dental, and vision insurance.
• Employer-paid and voluntary life insurance options.
• Short-term and long-term disability coverage.
• Health reimbursement and flexible spending account options.
• Retirement plan participation.
• Paid time off and paid organizational holidays.
• Employee assistance and wellness resources.
• Professional development opportunities.
• Benefit eligibility, coverage, and contribution amounts are governed by the terms of the applicable plans and organizational policies.

Salary

The anticipated salary pay range for this full-time, non-exempt position is $43,316.30 to $49,813.75 per year depending on the selected candidate’s qualifications, experience, and relevant program-management and grant-compliance experience.  

This is an IRS grant-funded position. Continued employment is contingent upon the continuation of the applicable grant funding and United Way of the Bluegrass’s ongoing receipt of those funds. If funding is reduced, delayed, or discontinued, the position may be subject to a reduction in hours, restructuring, or elimination.