Dear Jessie,
First no matter where you are when you read this, stop, take a deep breath hold it for ten seconds and then let it out slowly. In all my years I don't think I have ever picked up such feelings of panic from a single communication. You
MUST gather your wits about you and make rational choices about what to do next. the other admins will be logging on on Monday morning, not many frequent the forums on the weekend, so take heart, we ARE out here and we DO hear you.
First, I want to know who signs the expense reports? Does he or do you? That will give us some idea of whether or not you can be blamed for any misuse of funds. So respond here in the forum or Via my private Email,
Andrea@administrative-assistants.com and answer that question for me.
Second, missing equipment. While you have no proof that it's your boss who has misappropriated expensive equipment, based on what you know, and the suspicious incident with the mystery customer you may well be right. What can you do about that? Can you change what has possibly occured? No. You can't. What you CAN do is make sure every bit of paper trail that YOU are responsible for is properly completed and accounted for. (and I don't mean the paperwork you have been doing for the boss, I mean ONLY The paperwork that YOUR JOB DESCRIPTION says you must do.)
Third, the report that you are "sitting on". I have never advocated that an Admin out and out lie to her boss, even one as abusive as yours. If he needs the money that badly he WILL go over your head when it's time for the check to be at his desk and he WILL find out that you lied and you WILL be in a really bad place if that happens. IF you are the signer on these reports, submit them unsigned. If he signs them, submit them. But do it first thing Monday morning.
Forth, Support. There has GOT to be someone within your organization that you can go to. Someone in a supervisory position, and preferably someone who likes your work and you personally. Identify that person. It doesnt matter if it's someone in your department or not, what is important is that it's someone at a management level equal to or higher than your own. Is there an admin supervisor? an Office Manager? Think, there has to be someone. find them and lay this horror story out so that you have documentation. And speaking of documentation, sit yourself down TODAY And write down everything you know, don't editorialize, don't offer any conjecture, just the fact. It's VERY possible that some type of crimnal investiagtion will eventually come into play, and you want YOUR ducks in a row as to when you first began to suspect there were "issues" and what actions you took. Don;t keep your documentation at the office. Keep a small notebook on your person and add to it during the day, but leave nothing, and I DO MEAN nothing in a file or on your computer.
Fifth-Confrontation. You have no choice but to express your issues to your boss, but in your case, I'd suggest doing it with the door open and during a time when there are lots of other people around. Try to be non accusatory. "Dave, have you seen invoice # so and so? I cant seem to find it anywhere and now that Im checking, there are holes in my inventory. Can you help me figure this out?" This will put him on notice that you're on to him, but still gives him deniablity, which for him, will be a safe place.
At this point I dont think it prudent to talk about the expense report issues, not until I have a better idea how the reports are routed and who is responsible for them.
After your mention of your inventory issues, It's my opinion that one of three things will happen.
1. He will freak out on you. Which is why I suggest leaving the door open for your own safety and for the benefit of listening ears that are around. If this individual IS to use your quote "ON something" you can not be too careful. Your post indicates that you are frightened of this individual and you should go with your gut instincts in a case like this. And this is a worst case scenario. It is far more likely that he will
2. Blow off your questions with a lame excuse, an offer to check into it later,
OR 3. he will display a sincere puzzlement, (there is the very slight chance that you are wrong and his behavior and the expense report issues have led you to a wrong conclusion.)
Whatever happens, maintain a safe physical distance. If he begins to scream, turn and leave the office. Do not stop, do not pass go. Go straight to HR and explain that you raised an issue with your boss and he abused you. And even If he reacts calmly be prepared, your days in his office are numbered Jessie, you know far FAR too much to be permitted to stay within the organization.
Begin immediately to get that resume out aggressively. If you need to take sick time or vacation time to do interviews do it and start Monday by calling every temp agency in your town. do not offer your boss an explanation just request the time through normal channels and DO IT.
Enabling- Admins, more than any other group are subject to the enabling behavior often seen in a wife or girlfriend of an alcoholic/substance abuser. Sometimes we over compensate in our need to be indispensable. For a year you have been covering for this man, and like an alcoholic whose family plans an intervention he will not take your withdrawl from that role lightly. But withdraw you must. Stop covering for him, do no work that is not strictly supposed to be from your desk. This will be difficult for you. But further enabling will not help the situation and will not stave off the rock bottom that this situation is plummeting towards.
Now, take some deep breaths and listen to the lecture part of my post.
NO admin, hell no human being should EVER ever be afraid in the workplace this is NOT normal behavior this is NOT A normal situation and YOU ARE NOT RESPONSIBLE FOR YOUR EMPLOYER'S ANTICS.
You are worthy, as a professional. 100% accurate expense reports for YEARS?! I Couldnt make that claim on my BEST day. Covering for the boss SO WELL that no one has realized that hes not doing his job? FOR A YEAR?! What does that tell you?! That YOU are damn good at your job.
Your ONLY mistake in this situation was covering for someone who had his own agenda for getting you to do it and that is forgivable, and will be a learning experience for you once you manage to separate yourself from the emotionalism of this situation.
IF you feel threatened in any manner whatso ever by this individual, remove yourself from the premises AFTER Going by HR, or a supervisors office to explain your disappearnce. Leaving the building without TELLING someone what has occured can be considered job abandonment.
From what you've posted I doubt there is any way you can save this job. Consider the worst case scenarios and begin to develop mental "plans" for them. "Okay if I get fired, Im gonna do THIS" Or "if he doesnt freak out on me Im gonna do THIS" having a plan will help you feel more centered and confident.
And Jessie, get back to me on the expense reports I'll be around all weekend, but out for about the next six hours or so.
Hang in there, you CAN deal with this situation and we're here Admins,,, Im speechless here, and hoping you all can offer some additional advice?!
