The selected Employer of Record will be responsible for recruiting, hiring, managing, and supporting VITA Site Coordinators across all designated VITA program locations. The responsibilities include, but are not limited to, the following: 1. Staff Recruitment and Hiring • Recruit, hire, and onboard qualified VITA Site Coordinators to staff all assigned VITA sites. • Ensure all Site Coordinators meet IRS VITA program requirements, including required certification levels, familiarity with TaxSlayer software, and completion of all mandatory IRS and program-specific training. • Verify credentials, IRS certifications, and conduct background checks when applicable. • Maintain appropriate documentation for all staff hired under this contract. 2. Human Resources and Payroll Administration • Serve as the official Employer of Record for all paid VITA Site Coordinators. • Administer payroll, including timesheet collection, processing, attendance tracking, and any required reporting. • Ensure compliance with all federal, state, and local labor laws; handle tax withholdings, benefits administration (if applicable), and other employer obligations. • Maintain personnel records and address all human resources matters as they arise. 3. Site Operations Support • Ensure a minimum of two (2) certified Site Coordinators are present at each operating VITA site during scheduled service hours. • Assign staff to all VITA program locations as listed in the RFQ attachments. • Provide immediate backfill coverage in cases of staff absence to prevent service interruption. • Support Site Coordinators in meeting daily operational needs, ensuring smooth delivery of services. 4. Program Oversight and Compliance • Supervise Site Coordinators to ensure full adherence to IRS Quality Site Requirements (QSRs) and VITA program standards. • Ensure strict confidentiality of taxpayer information and enforcement of the IRS Volunteer Standards of Conduct. • Monitor the quality and accuracy of tax returns prepared at each site, ensuring that all returns undergo proper review prior to e-filing. • Submit incident reports, staffing concerns, and compliance issues to the Program Administrator within 24 hours. 5. Coordination with Program Administrators • Maintain consistent communication with the WPWDB and Department of Social Services VITA Program Administrators. • Participate in planning meetings, program review sessions, and post-season debriefings as required. • Provide weekly staffing and operations reports, including site coverage, coordinator hours, tax return volume, and any issues addressed. 6. Volunteer Support (Indirect Oversight) • Ensure Site Coordinators are properly trained to supervise and guide VITA volunteers. • Provide Site Coordinators with the necessary tools, resources, and program guidance to support volunteer engagement. • Address and resolve volunteer-related issues that are escalated by Site Coordinators. 7. Post-Season Support • Provide staff coverage from April 16 through September 30 to support post-season activities, including resolving return-related issues, submitting amendments, and responding to taxpayer inquiries. • Participate in post-season meetings and program review processes as required. • Submit a final program performance report summarizing staffing outcomes, compliance findings, challenges, and recommendations. 8. Required Deliverables • Pre-season staffing plan and recruitment timeline. • Weekly staffing and activity reports for all VITA sites. • Payroll documentation, timesheets, and related HR records. • Incident reports, compliance reports, and corrective action documentation as needed. • Comprehensive final close-out report submitted by September 30.
