Esther Kalass
Magnolia,MN
Summary
Detail oriented administrative professional with extensive experience in records management, compliance, and front-line customer service in federal, state, and regulated settings. Proven ability maintaining accurate records, interpreting policies including eligibility requirements, and collaborating with internal and external clients. Known for accuracy, discretion, and clear communication when working with confidential information. Prepared to support records and registration functions, admissions processing, student records, and veterans’ educational benefits in a higher education setting.
Overview
25
25
years of professional experience
Work History
Administrative Assistant
Main Street Financial Services
Luverne, MN
11.2025 - Current
- Managed scheduling and calendar coordination for executives to optimize time management.
- Assisted in preparing financial reports by compiling data from various sources for accuracy and clarity.
- Maintained office supplies inventory and initiated orders to support uninterrupted operations.
- Answered multi-line phone system, routing calls, delivering messages to staff and greeting visitors.
- Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
- Ensured accurate record-keeping with diligent data entry and database management for vital company information.
Loan Assistant
USDA, Rural Development
Sioux Falls, SD
09.2024 - 03.2025
- Explained in detail and offered guidance on eligibility requirements, timelines and additional steps improving understanding and compliance for loan and grant programs.
- Conducted reviews of budgets and financial documents for more than 30 cities and entities to ensure ongoing accuracy and compliance with federal regulations and agency policies.
- Accurately entered budgets and other loan data using Excel, which increased on-time processing for loan officer’s review.
- Reviewed loan closing documents, loan disbursement requests, and prepared reports to support monthly requirements for 20 counties in Eastern South Dakota.
- Coordinated with two loan officers, applicants, borrowers and lenders to resolve issues, which led to decreased processing delays and faster loan closings.
- Established and maintained physical filing systems and used Microsoft Word and Excel for digital records.
Licensed Real Estate Appraiser Trainee
Prins Appraisal Service
Worthington, MN
02.2015 - 09.2024
- Inspected residential homes and evaluated physical condition, layout, and amenities in accordance with industry and lender requirements.
- Analyzed and selected comparable home sales to determine the subject’s estimated market value using established appraisal approaches.
- Collected necessary sales documents and input appraisal data into software, maintaining accuracy to support comprehensive property evaluations.
- Completed appraisal reports within required timelines to support loan closing and regulatory compliance.
- Applied subject-matter knowledge to maintain adherence to appraisal guidelines, policies, and standards.
- Utilized industry-standard software to analyze market trends and property values.
- Developed comprehensive property descriptions based on field observations and research.
- Took photographs of interior and exterior of buildings to properly document features and conditions.
- Completed appraisals on 100 properties, supporting property transactions or for legal purposes.
- Attended training sessions on legal aspects of appraising properties, providing a solid foundation for ethical practice in the profession.
- Contributed to the reduction of discrepancies in appraisal reports by double-checking data and calculations.
- Collaborated with senior appraisers to refine valuation techniques and processes.
- Assisted in preparing detailed appraisal reports using standardized methodologies.
Sales and Services Associate
United States Postal Service
Luverne, MN
05.2019 - 07.2024
- Provided front-line customer service by assisting customers with their questions about postal services, additional mailing options, explaining requirements and timelines in person and by phone.
- Educated applicants on required documentation for U.S. Passport applications and assembled materials in compliance with U.S. Department of State regulations.
- Sorted and processed approximately 500–600 packages daily across nine routes within established operational timeframes, contributing to a 20 percent improvement in workflow efficiency.
- Managed post office box mail and parcel distribution in accordance with service standards and delivery deadlines.
- Supported operations by assisting management with city and rural route delivery during peak workloads or staffing shortages.
- Trained and guided new employees in policies, daily financial reporting, spreadsheet data entry, and use of office systems and equipment.
Land Records Administrative Assistant
Rock County, Minnesota
Luverne, MN
06.2018 - 05.2019
- Provided front-line administrative support by answering calls, receiving correspondence, and assisting homeowners, realtors, appraisers and attorneys with land sales inquiries.
- Issued certified birth and death certificates and marriage licenses in compliance with federal, state, and departmental regulations and privacy regulations.
- Maintained accurate real estate sales and ownership records for seven cities and twelve townships using Excel spreadsheets.
- Streamlined homestead classification application process, reducing response time by 15 percent.
- Established, organized, and maintained filing systems for official records and legal documents.
- Entered data into reporting systems, prepared monthly reports showing various activities, and submitted required documentation to the State of Minnesota within specified deadlines.
- Managed office supply inventory to support daily departmental operations.
Sales and Services Associate
United States Postal Service
Luverne, MN
08.2015 - 06.2018
- Assisted customers with mailing and parcel services, resolved tracking issues, and explained USPS policies and practices.
- Provided support to customers regarding mail and package services, resolved tracking inquiries, and explained USPS policies and procedures.
- Processed daily financial transactions ensuring proper recording and reconciliation, completed deposits in accordance with standard operating procedures, and prepared monthly financial and operational reports detailing sales and other compliance records.
- Maintained inventory and requested retail and office supplies as needed.
- Sorted and distributed incoming mail to post office boxes accurately and by delivery deadlines.
- Compiled weekly, monthly, and quarterly reports, including fee schedules and safety documentation.
- Resolved non-routine customer issues and processed refunds in accordance with established guidelines.
- Resolved customer inquiries effectively, enhancing overall satisfaction and loyalty to services offered.
- Increased customer satisfaction with thorough product demonstrations and personalized advice.
- Streamlined sorting procedures using advanced automated systems to enhance workflow efficiency.
- Implemented training programs to improve team performance and operational consistency.
Composition Technician/Circulation Manager
Tollefson Publishing
Luverne, MN
05.2006 - 08.2015
- Gathered, organized, and uploaded content for print and online publication while maintaining accuracy and consistency of records.
- Provided customer service support by phone and in person, addressing subscriber inquiries and account issues.
- Managed and updated subscriber database, including entry of 2,000+ records during a system transition.
- Supervised and scheduled a team of approximately 30 carriers, ensuring timely delivery and accurate payroll processing.
- Processed daily financial transactions, deposits, and account payments.
- Trained staff on database use, customer service procedures, and administrative processes.
Rural Development Technician/Rural Development Assistant
USDA, Rural Development
Worthington, MN
11.2000 - 05.2006
- Managed and reconciled supervised bank accounts and entered loan payments into financial software systems.
- Reviewed applications for completeness and eligibility prior to forwarding to loan officers.
- Explained program eligibility requirements to applicants in person and by phone using subject-matter knowledge.
- Supervised the maintenance of two federally owned vehicles and tracked expenditures.
- Maintained organized files and data lists for multi-family and single-family housing programs.
- Processed correspondence and maintained official records, including compliance-related documentation.
- Prepared travel reimbursements and entered employee time and leave data into timekeeping systems.
- Served as backup computer administrator, installing security updates, replacing hardware, and supporting office technology needs.
Education
Associate of Applied Science - financial services
Southeast Technical Institute
12.1999
State of Minnesota trainee licensure - real estate appraising
Kaplan Real Estate Education
02.2015
Skills
- Records & Registration Support
- Data Privacy Compliance
- Eligibility & Benefits Processing
- Policy Interpretation & Explanation
- Student, Client & Public Service
- Document & Records Management
- Reporting, Auditing & Data Accuracy
- Cross-Department & Agency Collaboration
- Confidential Information Handling
- Customer and client relations
- Computer proficiency
- Documentation and recordkeeping
- Microsoft Office Suite
- Professional communication
Awards And Special Accomplishments
- Five-Year Service Award from USDA, Rural Development.
- Three Certificates of Appreciation from USDA, Rural Development.
Timeline
Administrative Assistant
Main Street Financial Services
11.2025 - Current
Loan Assistant
USDA, Rural Development
09.2024 - 03.2025
Sales and Services Associate
United States Postal Service
05.2019 - 07.2024
Land Records Administrative Assistant
Rock County, Minnesota
06.2018 - 05.2019
Sales and Services Associate
United States Postal Service
08.2015 - 06.2018
Licensed Real Estate Appraiser Trainee
Prins Appraisal Service
02.2015 - 09.2024
Composition Technician/Circulation Manager
Tollefson Publishing
05.2006 - 08.2015
Rural Development Technician/Rural Development Assistant
USDA, Rural Development
11.2000 - 05.2006
Associate of Applied Science - financial services
Southeast Technical Institute
State of Minnesota trainee licensure - real estate appraising
Kaplan Real Estate Education