Central States Archaeological Societies
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Central States Archaeological Societies
Central States Archaeological Societies


CSASI Librarian Duties
(Individual need to be willing to served a minimum of 7 terms)

Duties

Maintain journals and provided copies as requested.

Online Orders

1.0 Log into PayPal and check for incoming library orders.
   Print PayPal order which will be later mailed to C.S.A.S. treasurer with purchasers receipt each fiscal quarter.
1.1 Log into quickbooks and produce sales receipt. Print sales receipt for mailing to buyer.
1.2 Obtain journals for order from library stock.
1.3 Package order with sales receipt.
1.4 Mail as media mail if lowest cost
1.5 Staple US Post Service receipt to order
1.6 Log into quickbooks and record mailing expense
1.7 Communicate with C.S.A.S. Editor and web developer which issues are out of stock

USPS Mail Orders

2.0 Check post office box once or twice a week.
2.1 If there are orders staple order request to envelope
2.2 Write check number, amount and date received on envelope.
2.3 Log into quickbooks.
   If inventory available produce sales receipt.
   Print sales receipt for mailing to buyer.
   If issue out of stock contact buyer and get substitutions if possible.
   Otherwise calculate refund and contact C.S.A.S. treasurer to issue check in refund amount.
2.4 Package order with sales receipt
2.5 Mail as media mail if lowest cost
2.6 Staple US Post Service receipt receipt to envelope.
2.7 Log into quickbooks and record mailing expense
2.8 Communicate with C.S.A.S. Editor and web developer which issues are out of stock

Every Quarter of the year

3.0 Every quarter of the year
3.1 Gather all receipts.
3.2 Gather all expense receipts for mailing and packaging. Produce invoice.
3.3 Package invoice and expense receipts for mailing to C.S.A.S. treasurer.

3.4 At the third quarter, determine 10 issues which could be sold in bulk full boxes to the state societies at the Collinsville show.
   Always sell as full boxes to reduce inventory.
3.5 email out bulk sale notices to all C.S.A.S. officers.
3.6 If state society purchases, log into quickbooks and produce sales receipt.

End of Year

4.0 December 30 of the year.
4.1 Log into quickbooks.
4.2 Produce librarian reports
   Income Statement
   Inventory Valuation
   Sales By Item
   Sales By Customer
4.3 Every January pay inventory storage fee for upcoming year.
4.4 Send receipt to C.S.A.S. treasurer
   This process is dependant on storage facility billing cycle

March of the year

5.0 Gather reports and material for C.S.A.S. Officer meeting
5.1 Attend C.S.A.S. officer meeting
5.2 Discuss total issues on hand, and sales reports
5.3 Obtain past year journals from the business manager.
   Pack for transport back to central library inventory storage location.
5.4 Unpack past year issues incoming into library inventory.
5.5 Perform physical inventory of past year issues.
5.5 Place 25 journals for each issue on storage shelves for easy fill of orders.
5.6 Repack into long term storage boxes all others
5.7 Log into quickbooks. Update journal issue on hand.
5.8 Communicate with C.S.A.S. Editor and web developer which issues are out of stock


 

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