Assistant Site Manager/Coordinator, Campaign for Working Families

Posted by on September 7, 2009

Position Description:    Assistant Site Manager/Coordinator

Reports to:     Site Manager & Director of Operations, Campaign for Working Families

Program:    The Campaign for Working Families facilitates expanded income security to low-wage workers in the Philadelphia region by increasing their access to the Earned Income Tax Credit (EITC) and other federal credits, low cost financial services, improved financial planning, and public benefits. During the tax season, the Campaign runs a number of tax sites throughout Philadelphia, staffed primarily by volunteers that provide free tax preparation services for low and moderate income families and individuals.

Purpose of Position:    Supports the Site Manager/Coordinator in the coordination, organization and supervision for all aspects of a Campaign the tax site during the tax filing season.

Length of Appointment:    Seasonal, Part-Time (20-45hours per week) position, no benefits.  Mid-January to May 1, 2009.  Training occurs during period of October 2009 through January 2010.  Candidates must be available for training and to work Saturdays and evenings during the tax season.

Responsibilities:
•    CUSTOMER SERVICE
o    Create a welcoming atmosphere for tax customers and volunteers; responsible for     all aspects of customer service
o    Provide respectful and comfortable environment for volunteers and clients

•    SITE OPERATIONS
o    Support Site Manager/Coordinator in the effort to ensure smooth operations of tax site.
o    Obtain proficiency in the TaxWise and various software programs used in the tax preparation process at the tax sites
o    Support the site manager in the tax site set up process in the beginning of the tax season, including designing client flow, physical space (waiting area, location of tax preparers, printer and fax hook-ups, files, etc.)

Work with the site manager to ensure the following:
–    Accurate customer files are maintained
–    Electronic filing process and confirmation process is maintained as follows:
•    Tax returns are transmitted in a timely manner.
•    Acceptance of returns are verified via Acknowledgement reports
•    Rejected returns are followed up in a timely manner
–    Data required by the Campaign including downloaded TaxWise reports, spread sheets and final reports are submitted.
–    Site is represented for all weekly conference calls and meetings required by Campaign for Working Families
–    Manage or perform any other administrative duties as requested by the site manager.
–    Support the timely closedown of the tax site as requested by the Campaign and ensure that all final instructions regarding the organization of tax forms and files are adhered to and that tax forms and files are available for delivery/pick up as scheduled.

•    IRS COMPLIANCE AND QUALITY CONTROL
o    Responsible for working with Site Manager/Coordinator in maintaining compliance with IRS privacy, security and quality guidelines and procedures.  Support IRS Shopping and Site reviews as required.

•    SUPERVISION AND RETENTION OF VOLUNTEERS
o    Support all volunteers by providing tax assistance as required at the site
o    Proactively manage volunteers in terms of scheduling and training at the site beyond tax preparation to include other aspects of the tax site operations (quality control; filing; screening customers etc).

Qualifications:
–    Commitment to the mission of the Campaign for Working Families and the individuals and families we serve
–    Associate or Bachelor’s degree in related field or previous experience with VITA or computer tax preparation program.
–    Basic tax knowledge (Form 1040, 1040A and 1040EZ) and experience with tax software desirable or ability to learn and obtain IRS tax certifications.
–    Ability to work with the public, volunteers, and partners in a helpful and supportive manner.
–    Daily access to e-mail.
–    Computer literacy including Microsoft Excel spreadsheets
–    Willingness to work in hectic, ever-changing environment with good humor.
–    High energy, organized, professional and outgoing personality are required for success in this position.

Resumes and letters of interest should be mailed to:
Mildred Chavarria, Operations Director
Campaign for Working Families
1207 Chestnut Street, 5th Floor
Phila., PA 19107
via e-mail (mchavarria@gpuac.org)