Anupama Joseph
New Delhi
Summary
Talented Financial Assistant with successful history establishing effective operational procedures to keep financial activities accurate, compliant and current. Familiar with processing forms, maintaining documents and administering payroll. Professional demeanor comfortable in formal and casual business settings.
Overview
25
25
years of professional experience
Work History
Financial Assistant (Payroll - Supervisory)
Financial Management Center
01.2019 - Current
- Conducting full-fledged audit and investigation related to USG compliance taking into consideration FAM, FAH and relevant post policies; Reviewing and auditing payments specially education and vendor payments and checking for any duplicate of fraudulent payments; Developed strong interpersonal skills with the colleague, clients and other liaisons in Bangkok and Charleston while working on allowances payments and other payroll related matters; Maintained records, books, ledgers, payrolls, cost reports, billing statements, invoices, computer data and bank statements
- Extracting the Time & Attendance records from the software and preparing all leave and overtime records for respective pay periods of all employees in Excel
- Processing all new arrival documentations and Advance of Pay's for American staff and sending them for further processing
- Conducting Time and Attendance Trainings for New Timekeeper's, including the using of the T&A software and maintaining proper coordination with them to have all documentation as per the requirements of Audit
- Briefing new employees about the documents to be submitted to HR and to the payroll team
- Guiding American Employees on documentation for Post Differential and Education Allowance vouchers etc
- Have been processing all school invoices and various education reimbursement claims after necessary checks and confirming that the vouchers are correct and legal for certification which includes review of all supporting documents i.e
- Allowable allowance as per USG laws, SF-1190, contracts, travel orders, fiscal data for payments etc
- Expertise and working experience of Ms
- Office (Word, Excel, Power point, Access, etc.) and using this knowledge in preparing various reports and drafting minutes, letters, memos, training presentations etc
- Providing all Administrative Support required to all employees for carrying on their tasks; Assisting in various compliances for new contracts etc
- Improvements in Documentation and maintenance of the same in scanned and original form
- Representing FMC in Orientation meetings, preparing materials and briefings for new staff through power point presentations
- Resolving queries/problems for Employee Leave Records, Premium Pay, Timekeeper Queries, Pay Calculation, Employee Advance Adjustments etc
- Prepared and organized documentation required for investigation audit by the Office of Inspector General (OIG) Strict Adherence to the rules and regulations of US Government and making decisions in accordance with them
- Providing guidance on trends and new developments in USG Laws, regulations, guidelines, and policies in Mission India
- Assisting the accountants by preparing Overtime reports for various VIP Visits
- Developed strong relationship with the LIC of India, various banks and the Auditors for the smooth functioning of the Provident Fund and Superannuation Fund Trust
- Auditing and reviewing the loan application forms of the employees before disbursing the funds
- Meeting and discussing with retiring employees to update them on the options available to them in PF and SAF trust on retirement.
Voucher Examiner
Financial Management Center
01.2017 - 01.2019
- Alternate Time-keeper for FMC
- Assisting and resolving queries of the current time-keeper
- Recording and monitoring T&A of 26 staff members of FMC in the absence of the main time-keeper
- Generating the payroll report and maintaining the related records
- Responding to the T & A queries of FMC Staff
- Sorting and filing of T&A Records
- Voucher Processing Examination and processing of vouchers which involves purchase of good and services for State and other agencies
- These invoices includes processing of vouchers against purchase orders, contract and other authorizations by performing thorough independent audit verification and reconciliation of all cost items and voucher submitted for processing which includes: Checking the computation of all invoices and obtain all necessary certifications on the vouchers
- Independently assessing problems encountered while reviewing of invoices and resolving problems with the help of immediate supervisor
- Interfacing with sections concerned to ensure that services listed on the invoices are complete and properly accounted for
- Generating the documents for review for certification by Certifying Officer
- Processing of complex invoices with a number of payees and with multiple appropriations
- Review, analyze, and process vouchers and other claims for payment involving long-term Contracts and make sure that the payments are in accordance with contractual terms and/or written agreement
- Review and analyze that the vouchers and claims are proper and correct; the valid authorizations are there and that they are supported by valid documents authorizing the payment Make sure that the payments and done on time and before the due date in order to avoid penalties
- Review and processing of payments relating to local and international travel, utilities, communication services etc
- While exercising independent judgement and discretion in applying regulations and procedures
- Raise Account Receivables (AR) and maintain a log for it and do regular follow ups in order to get the recoveries
- Review the invoices received to ensure that there is no duplicate payments made and the payment are completed within the due date and are in accordance to the Prompt Payment Act
- Reviewing the invoices for 3 way match and sending it to PSU for processing through e-invoicing
- Reviewing the Grant documents and sending it to PSU for processing through e-invoicing
- Providing backup for the voucher examiner for sending Lease documents and HHE/PCS vouchers to PSU
- Maintaining the FMC Log and the PSU Log
- Generating PSU Monthly report Customer Service Primary Point of Contact for all queries related to the payment to the various vendors
- Primary Point of contact for PSU related queries
- Assisting the accountants with the reconciliation process (ULOs) by investigating disbursements
- Setting up training rooms and coordinating with GSO/FMS/RSO etc, for training arrangements
- Setting up DVC equipment for training purposes
- Providing training and guidance to various sections within the Embassy and in Consulates regarding use of FMC's smart forms, such as FMC log book and Transportation Form
- Other Duties Providing all Administrative Support required to all employees for carrying on their tasks; Assisting in various compliances for new contracts etc
- Improvements in Documentation and maintenance of the same in soft and original form Assisting in Orientation meetings, materials and briefings for new staff
- Resolving and answering queries to various employees and vendors
Administrative Clerk
Financial Management Center
01.2014 - 01.2017
- Provide Administrative assistance to the FMOs, Coordinating the arrangements for the staff meetings, staff training sessions and conferences
- Reviews all documents coming to FMC Assigning control numbers (log no.) and log details of all payment docuents in FMC's payment tracking system on the I drive and route the documents to the appropriate sections within FMC for action
- Updating the FMC Webpage
- Maintaining the historical record of the local currency exchange rate
- Recording and monitoring T&A of 26 staff members of FMC
- Gerenating the payroll report and maintaining the related records
- Responding to the T & A queries of FMC Staff
- Sorting and filing of T&A Records
- Consolitdating and ordering the supply requests for all units of FMC
- Maintaining on an all going basis FMC's files on shared and common drives
- VRM Requests: Sending VRM requests for access to building and booking vehicle for FMOs and FMC staff
- Customer Service Responding to the inquiries from Mission Employees and outside vendors Updating on a daily basis the exchange rate on FMC website
- Also updating all other website schedules for allowances, POV rates, cashier hours etc
- Setting up training rooms and coordinating with GSO/FMS/RSO etc, for training arrangements
- Setting up DVC equipment for training purposes
- Provinding training and guidance to various sections within the Embassy and in Consulates regarding use of FMC's smart forms, such as FMC log book and Transportation Form
- VOUCHER EXAMINER: Examination and processing of vouchers which involves purchase of good and services for State and other agencies
- These invoices includes processing of vouchers against purchase orders, contract and other authorizations by performing thorough independent audit verification and reconciliation of all cost items and voucher submitted for processing which includes: Checking the computation of all invoices and obtain all necessary signatures on the vouchers
- Independently assessing problems encountered and resolving problems with the help of immediate supervisor
- Interfacing with sections concerned to ensure that services listed on the invoices are complete and properly accounted for, Generating the document for review by Vouchering Supervisor and final certification by Certifying Officer
- Reviewing the invoices for 3 way match and sending it to PSU for processing through e-invoicing
- Reviewing the Grant documents and sending it to PSU for processing through e-invoicing
- Providing backup for the voucher examiner for sending Lease documents and HHE/PCS vouchers to PSU
- Maintaining the FMC Log and the PSU Log
- Generating PSU Monthly report
Accounts Clerk Cum Cashier
Kurji Holy Family Hospital
01.2006 - 01.2011
- Maintaining payroll information by collecting, calculating, and entering data
- Updating payroll records by entering changes in exemptions, insurance coverage, savings deductions, and job title and department/division transfers
- Preparing reports by compiling summaries of earnings, taxes, deductions and leave
- Resolving payroll discrepancies by collecting and analyzing information
- Providing payroll information by answering questions and requests
- Maintaining payroll operations by following policies and procedures; reporting needed changes
- Maintaining employee confidence and protecting payroll operations by keeping information confidential
- Accounting Functions: Preparing asset, liability, and capital account entries by compiling and analyzing account information
- Documenting financial transactions by entering account information
- Recommending financial actions by analyzing accounting options
- Summarizing current financial status by collecting information; preparing balance sheet, profit and loss statement, and other reports
- Substantiating financial transactions by auditing documents
- Maintaining accounting controls by preparing and recommending policies and procedures
- Reconciling financial discrepancies by collecting and analyzing account information
- Securing financial information by completing data base backups
- Maintaining financial security by following internal controls
- Preparing payments by verifying documentation, and requesting disbursements
- Compiling with the local financial legal requirements by studying existing and new legislation, enforcing adherence to requirements, and advising management on needed actions
- Preparing special financial reports by collecting, analyzing, and summarizing account information and trends
- Maintaining customer confidence and protecting operations by keeping financial information confidential
- Cashier Functions: Providing backup to the cashier
Personal Secretary
Medical Mission Sisters
01.1999 - 01.2008
- Provide Administrative assistance to the FMOs, Coordinating the arrangements for the staff meetings, staff training sessions and conferences
- Reviews all documents coming to FMC Assigning control numbers (log no.) and log details of all payment docuents in FMC's payment tracking system on the I drive and route the documents to the appropriate sections within FMC for action
- Updating the FMC Webpage
- Maintaining the historical record of the local currency exchange rate
- Recording and monitoring T&A of 26 staff members of FMC
- Gerenating the payroll report and maintaining the related records
- Responding to the T & A queries of FMC Staff
- Sorting and filing of T&A Records
- Consolitdating and ordering the supply requests for all units of FMC
- Maintaining on an all going basis FMC's files on shared and common drives
- VRM Requests: Sending VRM requests for access to building and booking vehicle for FMOs and FMC staff
- Customer Service Responding to the inquiries from Mission Employees and outside vendors Updating on a daily basis the exchange rate on FMC website
- Also updating all other website schedules for allowances, POV rates, cashier hours etc
- Setting up training rooms and coordinating with GSO/FMS/RSO etc, for training arrangements
- Setting up DVC equipment for training purposes
- Provinding training and guidance to various sections within the Embassy and in Consulates regarding use of FMC's smart forms, such as FMC log book and Transportation Form
- VOUCHER EXAMINER: Examination and processing of vouchers which involves purchase of good and services for State and other agencies
- These invoices includes processing of vouchers against purchase orders, contract and other authorizations by performing thorough independent audit verification and reconciliation of all cost items and voucher submitted for processing which includes: Checking the computation of all invoices and obtain all necessary signatures on the vouchers
- Independently assessing problems encountered and resolving problems with the help of immediate supervisor
- Interfacing with sections concerned to ensure that services listed on the invoices are complete and properly accounted for, Generating the document for review by Vouchering Supervisor and final certification by Certifying Officer
- Reviewing the invoices for 3 way match and sending it to PSU for processing through e-invoicing
- Reviewing the Grant documents and sending it to PSU for processing through e-invoicing
- Providing backup for the voucher examiner for sending Lease documents and HHE/PCS vouchers to PSU
- Maintaining the FMC Log and the PSU Log
- Generating PSU Monthly report
Education
Indira Gandhi National Open University
01.2005
Indira Gandhi National Open University
01.2002
Olivetti Commercial Institute
01.1998
CBSE
01.1997
CBSE
01.1995
Skills
- Customer Service
- Bank Reconciliation
- Project Finance Management
- Relationship Building
- Office Administration
- Microsoft Excel proficiency
- Reporting skills
- Invoice Processing
- Payroll Processing
- Accounts receivable management
- Bookkeeping Expertise
- Tax preparation assistance
Personal Information
- Date of Birth: 02/27/79
- Marital Status: Married
Timeline
Financial Assistant (Payroll - Supervisory)
Financial Management Center
01.2019 - Current
Voucher Examiner
Financial Management Center
01.2017 - 01.2019
Administrative Clerk
Financial Management Center
01.2014 - 01.2017
Accounts Clerk Cum Cashier
Kurji Holy Family Hospital
01.2006 - 01.2011
Personal Secretary
Medical Mission Sisters
01.1999 - 01.2008
Indira Gandhi National Open University
Indira Gandhi National Open University
Olivetti Commercial Institute
CBSE
CBSE
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