Jennifer Thorp

Program Development and Project Management Technical Research, Analysis, and Reporting Budget and Contract Administration Supervision, Operations, and Compliance

• Developed and coordinated the implementation of technical program activities, serving as the primary liaison between internal departments and external stakeholders to meet strategic objectives.
• Provided oversight and technical support for assigned projects, ensuring accountability, tracking progress, and delivering key milestones on time for less complex or politically sensitive initiatives.
• Drafted and prepared professional-quality City Council communications, technical documents, and official correspondence based on detailed subject matter expertise.
• Supported management and professional staff by performing administrative and technical functions crucial to conducting official studies and special projects.
• Interpreted, analyzed, and applied complex City policies, federal laws, and codes to determine compliance or acceptance of critical departmental information and materials.
• Conducted in-depth data collection, research, and analysis for special studies, compiling findings and actionable recommendations into comprehensive, detailed reports for executive staff.
• Designed and implemented data collection and reporting systems utilizing advanced computer skills (spreadsheet, database, word processing) to streamline information flow and provide meaningful insights.
• Processed and verified a high volume of specialized documents, including budgets, claims, contracts, and grants, ensuring mathematical and accounting accuracy and full compliance with governing regulations.
• Coordinated the comprehensive project budget life cycle, including compiling annual budget requests, projecting expenditures, tracking, and reconciling bills to consistently maintain budgetary accuracy.
• Reviewed and monitored budget submissions and revisions for both mathematical accuracy and adherence to established accounting principles and department fiscal guidelines.
• Assisted in the critical development and administrative processes for Requests for Proposals (RFPs) and subsequent contract administration.
• Supervised, trained, and evaluated administrative support staff, prioritizing workloads and reviewing assignments to ensure timely, accurate completion of all duties related to the technical area of responsibility.
• Recommended and implemented key procedural modifications to administrative operations, resulting in improved efficiency and ensuring ongoing compliance with updated legislation and codes.
• Maintained a high level of confidentiality and discretion when handling sensitive documents related to human resources, payroll, and proprietary information.
• Managed all public and staff inquiries related to the assigned technical area, clearly explaining and interpreting complex policies and procedures using principles of good customer service.

Customer Service and Public Relations Financial Management and Procurement Human Resources and Payroll Support Data Analysis and Reporting Operational Efficiency and Process Improvement

• Managed all front-line communication (in-person, telephone, and written correspondence) for the department, acting as the primary point of contact for external customers.
• Provided superior customer service and accurate, general information regarding complex City functions, services, and departmental operating policies and procedures.
• Facilitated public access to City facilities and programs, registering customers for classes, tours, and processing facility reservation and rental agreements.
• Built and maintained positive working relationships with staff, external stakeholders, and the public, upholding high standards of service excellence.
• Processed high volumes of incoming and outgoing correspondence, including receiving, sorting, timestamping, and distributing all departmental mail.
• Oversaw the full administrative accounts payable cycle, processing invoices, payment requests, expense reimbursements, and credit card charges.
• Tracked and reconciled departmental costs, ensuring proper budgetary coding and proactively resolving discrepancies in orders and invoices.
• Managed inventory and procurement for office supplies and specialized merchandise, preparing and processing all necessary purchase requisitions.
• Handled daily cash receipts, processed payments for various services, and prepared regular deposits and billing statements.
• Administered petty cash distribution, reconciled requests, and submitted accurate documentation to the Finance Department.
• Spearheaded administrative support for the departmental hiring process, coordinating and scheduling interviews and managing new hire documentation.
• Onboarded new staff by informing them of departmental policies and procedures and arranging necessary computer and facility access.
• Processed and reviewed departmental payroll, accurately identifying and resolving discrepancies, verifying overtime usage, and responding to staff inquiries regarding payroll matters.
• Managed staff training logistics, including tracking needs and registering personnel for external classes.
• Generated statistical and operational reports by compiling, tabulating, and maintaining complex data within departmental databases and record systems.
• Contributed to the annual and mid-year budget cycle by executing accurate data entry and preparing monthly budget reconciliation reports for review.
• Provided essential data collection, review, compilation, and submission support for time-sensitive special projects, grant administration, and regulatory activities.
• Developed, maintained, and archived comprehensive electronic and physical file systems and records, ensuring regulatory compliance and ease of retrieval.
• Coordinated complex logistics for department staff, including managing calendars, scheduling meetings, securing conference rooms, and arranging full travel itineraries.
• Attended meetings to accurately record, type, and publish comprehensive meeting minutes and formal agendas.
• Enhanced document quality and workflow by accurately typing, proofreading, and formatting a variety of confidential documents, reports, and correspondence.
• Administered the complete work order and service request lifecycle, including preparing, tracking, and closing out requests, and dispatching field personnel as required.
• Streamlined operational procedures by proactively creating, editing, and updating departmental procedures, and maintaining current information on both internet and intranet platforms.

• Managed comprehensive Aquatics, Adventure Club, and Camps program administration, serving as a primary point of contact for parents, staff, and community members via phone and email.
• Assisted with the preparation, distribution, and archival of program materials, including schedules, informational packets, files, and records.
• Developed, revised, and maintained departmental operating and administrative procedures, forms, and reports to enhance efficiency.
• Represented the department at staff and administrative meetings, committees, and related functions.
• Performed general administrative tasks in support of departmental operations.

• Coordinated the full recruitment and hiring lifecycle for Aquatics, Adventure Club, and Camps staff, supporting all associated job roles.
• Reviewed and rated job applications in CalOpps according to HR guidelines.
• Managed applicant communication, including composing and sending assessment emails, scheduling interviews, and issuing "no thank you" letters.
• Facilitated and attended all interviews and assessments for Aquatics and Adventure Club.
• Conducted thorough reference checks on all potential candidates.
• Extended contingent job offers and scheduled candidates for drug screenings and fingerprinting.
• Prepared and submitted all new hire/re-hire paperwork for employee files and Human Resources.
• Scheduled and facilitated new employee orientations and paperwork meetings, ensuring new hires received necessary tools and resources to begin employment.
• Interpreted and explained department and program policies and procedures to new employees and applicants, acting as their main contact.

• Received, reviewed, and processed departmental payroll, identifying and resolving discrepancies and responding to staff inquiries.
• Produced name badges for the entire Parks, Recreation, and Libraries department.
• Tracked costs and prepared invoices for all name badge charges, maintaining financial accountability for the service.

• Financial & Accounting Management
  Managed full-cycle bookkeeping and accounting operations for the store, including preparing, verifying, and balancing daily bank deposits, utility payments, and reconciling vendor statements.
  Identified, researched, and corrected Point of Sale (POS) transaction errors and reconciled discrepancies between computer printouts and manual journals to ensure data accuracy.
  Handled all cash deposits, administered cash funds for registers, and processed invoices and purchase orders using specialized accounting software.
• Payroll & Workforce Administration
  Spearheaded end-to-end payroll processing for all store employees, managing weekly time and attendance edits, complex adjustments, deductions, and final corporate submission.
  Maximized labor efficiency by formulating preliminary weekly schedules, obtaining departmental inputs, and ensuring optimal staffing levels across the store.
  Trained new employees on timekeeping and scheduling systems (e.g., RTime, ePower) and maintained accurate records for attendance, leave time, and payroll compliance.
• Leadership & Staff Supervision
  Supervised a team of seven Service Representatives, overseeing departmental workflow and taking responsibility for recruitment, hiring, and comprehensive on-the-job training.
  Served as a primary administrative and operational liaison, proactively resolving day-to-day conflicts and coordinating essential functions between departments and corporate offices.
• Administrative & Customer Service Excellence
  Provided high-level administrative support, managing multi-line phone systems, troubleshooting office equipment, coordinating inventory/supply orders, and maintaining critical store documentation (e.g., safety files).
  Leveraged 20 years of customer service expertise to resolve complex customer complaints, billing issues, and operational inquiries in a timely and effective manner.
  Managed all Postal Clerk functions, including calculating mailing costs, selling stamps and money orders, and ensuring compliance with federal mailing regulations.