Manager, Financial Administration

SUMMARY

The Manager, Financial Administration is responsible for preparation and oversight of complex financial, compliance, performance, and treasury reporting that requires a high degree of specialized knowledge for the clients of Ultimus Fund Solutions. Additionally, this role assists in the development and performance of associates and the processes used by them in support of their manager.

KEY ACCOUNTABILITIES

FINANCIAL STATEMENTS AND MUTUAL FUND REPORTING

• Prepares and reviews complex financial statements of securities held for each fund including NQ, NCEN, NCSR, and 24f-2 reports on a quarterly, semi-annual, and annual basis for distribution to advisors and SEC.
• Prepares, validates, and assists in preparation of client accounts, reporting, financial statements, financial audit reporting, and specific client reporting including, but not limited to, accruals, monthly, quarterly, and annual tax and financials packages for fund, portfolio company level, and investor reporting as per administration and service level agreements.
• Aids in the planning and review of various financial, board, regulatory, and status reporting for accuracy and adherence to SEC and IRS requirements.
• Prepares and assists in the maintenance and preparation of accurate daily, weekly, and monthly fund reports.
• Compiles and reviews quarterly reports from various sources utilized by board members.
• Reviews and approves various weekly, monthly, and quarterly internal reports.
• Reviews and distributes fund performance information to clients as needed.

MUTUAL FINANCIAL ADMINISTRATION

• Utilizes Confluence to monitor fund performance and answer fund-related questions.
• Prepares and reviews expense analysis, such as management and 12b1 fees.
• Assists in the preparation and maintenance of budgets for various funds.
• Calculates and reviews monthly management fees for each fund and secures authorization from appropriate party.
• Prepares and assists in department educational training sessions.
• Prepares and reviews mutual fund income dividends for fund distributing on a monthly or quarterly basis.

COMPLIANCE AND AUDITS

• Completes and distributes monthly compliance checklist to compliance and tax team to review compliance with the 1940 Act, IRS, and prospectus rules and regulations.
• Performs portfolio compliance monitoring and reporting on each fund; reports findings to compliance and tax team and client if exceptions are found and research exceptions; following-through until resolution.
• Ensures financial results, including footnote disclosures, are presented in Fund’s SEC filings are properly stated and in compliance with all applicable authoritative accounting guidance.
• Monitors compliance with various SEC filing deadlines.
• Prepares draft financial statement production schedules for review to facilitate timely reporting and audit cycles.
• Assists in the coordination and oversight of annual audits with outside auditors, clients, and printers.

PERSONNEL MANAGEMENT

• Manages associates within department including, but not limited to, hiring, training, and developing associates, delegating work assignments, writing, and conducting performance appraisals, salary recommendations, coaching and counseling, and administering corrective actions.
• Conducts one-on-one and team meetings with associates on a regular basis to discuss new procedures, problems, and issues.
• Establishes team and individual goals for department.
• Fosters performance of associates and the processes used by them; holds the associates accountable for their work.

WORKING RELATIONSHIPS

• Mentors associates through instruction, coaching, providing real-time on-the-job experiences, modeling effective practices, and advising on methods used.
• Interacts with rating agencies by releasing portfolio holdings, answering surveys, or providing fund information.
• Assists in the management of relationships with client companies ensuring timely resolution of requests and high quality of customer service.
• Acts as an escalation point for escalated issues and complex problems; resolves where appropriate to provide effective support.
• Regular contact with clients, auditors, other department members and third-party vendors regarding fund performance-related questions, reporting, audits, etc.
• Regular contact with AVP to complete and get clarification on special projects.
• Daily contact with financial administration team regarding fund financial statements, reports, compliance, etc.

May perform other duties as required and assigned.

EDUCATION AND EXPERIENCE

• A bachelor’s degree in accounting or finance.
• 4+ years of mutual fund administration or mutual fund accounting experience.
• 1-3 years of management and leadership experience.
• Experience working within the financial services industry.
• Experience with the preparation of financial statements related to mutual funds.

KNOWLEDGE

• SEC, IRS, and general ledger accounting requirements and laws as they apply to investment companies, trusts, partnerships, and other fund structures.
• Investment instruments and vehicles.
• Financial reporting and performance systems.
• Microsoft Office Suite.
• Adobe Acrobat.

SKILLS AND ABILITIES

• Strong financial reporting, regulatory compliance, and tax skills.
• Aligns associates with company values and goals.
• Plans and delegates the work of others.
• Motivates and inspires others.
• Assesses performance of self and associates to make improvements or take corrective action.
• Plans and develops systems and procedures to improve operating quality and efficiency of department in accordance with company policies and procedures.
• Troubleshoots issues utilizing creative and critical thinking skills.
• Multitasking, analytical, and organizational skills.
• Initiative-taking, strategic, and meticulous approaches with a strong commitment to quality, efficiency, and effectiveness.
• Demonstrates personal integrity, responsibility, and accountability.
• Effectively uses resources such as time and information in conjunction with associates.
• Participates in solving problems and making decisions.
• Presents and expresses ideas and information, written and oral, clearly, and concisely.
• Actively listens to others to achieve understanding and supports an open exchange of ideas and information.
• Identifies needs, arranges for, and obtains resources to accomplish individual and department goals.
• Establishes and develops effective working relationships with associates and clientele during both favorable and unfavorable situations.
• Modifies team and individual priorities and deadlines in response to added information, changing conditions, or unexpected obstacles and ensures completion.

Equivalent education, experience, and KSA’s will be considered.