Remote Payroll Administrator at ClearCaptions

Founded in 2011, ClearCaptions is dedicated to improving the quality of life for seniors and their caregivers.

The company is passionate about communication and strives to be a leading provider of innovative services and solutions that help older adults maintain meaningful connections and enjoy greater independence.

Recognizing the importance of communication for individuals with hearing loss, ClearCaptions combines advanced automatic speech recognition, human captioning, and innovative product development to deliver accessible, easy-to-use technology.

Its near real-time telephone captioning service enables people with hearing difficulties to read what callers are saying, helping them stay connected with family, friends, and the wider world.

As a Federal Communications Commission (FCC)-certified telephone captioning provider, ClearCaptions maintains high standards of privacy, security, and professionalism.

The company is committed to earning and maintaining customer trust while consistently delivering quality services that exceed expectations.

To learn more about the company and its services, visit clearcaptions.com.

The Qualities We Value

ClearCaptions looks for individuals who demonstrate the following qualities:

• Adaptability and versatility, with the ability to embrace different responsibilities and challenges.
• Enthusiasm for working in a dynamic, fast-paced environment.
• Strong problem-solving abilities and a desire to grow within a flexible, collaborative workplace.
• Initiative, creativity, and a willingness to explore new ideas and improve existing processes.
• A growth-oriented mindset, supported by continuous learning and relationship-building skills.
• A commitment to the company’s core values: Integrity, Accountability, Collaboration, Service, and Quality.

Job Summary

The Payroll Administrator is responsible for overseeing accurate and timely payroll administration across multiple U.S. states.

Key responsibilities include payroll processing, timekeeping, employee deductions, record management, payroll tax compliance, and reporting.

This position serves as an important point of contact for employees and managers seeking assistance with payroll-related questions and concerns.

The successful candidate will demonstrate exceptional attention to detail, strong analytical abilities, discretion when handling confidential information, and a solid understanding of federal, state, and local payroll regulations.

The role requires someone who can manage competing priorities, meet strict deadlines, and deliver professional, responsive support in a fast-paced and continuously evolving work environment.

Key Responsibilities

• Act as a payroll subject matter expert and provide guidance to employees, managers, and colleagues on payroll processes and related matters.
• Process, examine, audit, and verify biweekly time records, payroll transactions, and benefit deductions to ensure accuracy and regulatory compliance.
• Coordinate the establishment and ongoing maintenance of new state and local payroll tax jurisdictions within the Dayforce system.
• Review payroll calculations, conduct reconciliations, and investigate discrepancies before finalizing payroll.
• Coordinate payroll funding requirements and verify payment amounts and associated financial obligations.
• Manage standard, manual, and off-cycle payroll processing when necessary.
• Ensure timely and accurate processing of employee onboarding, terminations, status updates, salary adjustments, benefit changes, and other payroll-related transactions.
• Administer employee deductions and mandatory legal withholdings, including wage garnishments, child support payments, tax levies, and other applicable deductions.
• Prepare, review, and submit federal, state, and local payroll tax returns and reports, including annual filings and W-2 documentation.
• Investigate payroll tax notices and inquiries from government agencies, coordinating appropriate responses and resolutions.
• Assist with payroll tax amendments, corrections, adjustments, and other compliance-related matters.
• Generate payroll and tax reports for internal and external stakeholders and submit them for review when required.
• Maintain complete, accurate, and confidential employee payroll records in Dayforce, ensuring all changes are properly documented.
• Perform regular payroll audits and compliance reviews to verify the accuracy and completeness of transactions and records.
• Advise employees and management on payroll policies, procedures, and regulatory requirements, escalating complex issues when appropriate.
• Develop, maintain, and update payroll procedures, policies, process documentation, and reference materials.
• Manage payroll schedules and ensure all processing activities are completed accurately within established deadlines.
• Address employee and management questions, complaints, and payroll concerns promptly and professionally.
• Carry out additional responsibilities as assigned.

Required Qualifications and Skills

• High school diploma or equivalent is required. A bachelor’s degree in Accounting, Finance, Business Administration, Human Resources, or a related discipline is preferred. An equivalent combination of education and relevant professional experience may also be considered.
• At least five years of progressively advanced payroll administration experience, including responsibility for multi-state payroll operations.
• Proven ability to investigate and resolve payroll and timekeeping discrepancies by reviewing employee records, timecards, payroll data, and collaborating with relevant stakeholders.
• Working knowledge of federal, state, and local payroll legislation, tax regulations, and compliance requirements, including wage garnishments, child support orders, tax levies, and other statutory deductions.
• Practical experience with payroll tax reporting, reconciliation, year-end processing, and related compliance responsibilities.
• Experience maintaining employee payroll records and processing changes involving employment status, compensation, benefits, and other payroll information.
• Familiarity with payroll auditing, financial reporting, and reconciliation procedures.
• Excellent analytical and problem-solving abilities, including identifying the underlying causes of discrepancies, evaluating available information, and implementing appropriate solutions.
• Ability to work independently, organize competing priorities, and manage multiple assignments in a fast-moving and evolving environment.
• Strong customer service, communication, and interpersonal skills, with the ability to explain payroll policies and procedures clearly to employees, managers, and other stakeholders.
• High levels of integrity and discretion when handling confidential employee, financial, and payroll information.
• Excellent organizational and time-management abilities, with a strong commitment to accuracy, accountability, and meeting deadlines.
• Ability to collaborate effectively, support colleagues, share knowledge, and contribute to a productive, quality-focused team environment.
• Proficiency in Microsoft Office applications, particularly Excel, including PivotTables, and Word, including the preparation and use of document templates.
• Familiarity with virtual communication and collaboration platforms such as Microsoft Teams and Slack.
• Flexibility to work additional or adjusted hours when necessary to meet payroll deadlines and operational requirements.

Preferred Qualifications

• Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) credential.
• Previous experience using Dayforce Human Capital Management (HCM).

Physical Requirements

In compliance with the Americans with Disabilities Act (ADA) and applicable state and local regulations.

ClearCaptions provides reasonable accommodations to qualified individuals with documented disabilities to help them perform the essential responsibilities of the position, provided such accommodations do not create an undue hardship for the company.

Employees may be required to perform the following physical activities for extended periods:

• Sitting, standing, and walking: approximately 95–100% of the workday.
• Keyboarding: approximately 70–90% of the workday.
• Viewing computer monitors, tablets, and mobile devices requiring close vision: approximately 70–90% of the workday.

Employees requiring workplace accommodations should contact the People Department to begin the interactive accommodation process.

Work Environment

This is a fully remote position, with employees working from their homes.

Compensation and Benefits

Hourly Pay: $32.00–$40.00

The compensation range is determined through competitive market analysis and internal equity considerations.

The final offer will depend on the candidate’s qualifications, professional experience, and business requirements.

ClearCaptions also provides a comprehensive employee benefits package.

Application Process

Interested candidates are encouraged to apply for consideration. Every application is personally reviewed by the ClearCaptions Talent Acquisition team rather than relying solely on automated screening systems.

Applicants whose qualifications align with the position may be contacted regarding potential suitability and the next steps in the recruitment process.