VITA Program Manager

VITA Program Manager

Marksbury/Palmer WayPoint Center

400 East Fifth Street

Lexington, KY 40508

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.

• 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.

• 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…