Payroll Administrator (100% Remote)

Since our founding in 2011, our mission has been to improve the lives of seniors and their caregivers. We are deeply passionate about communication and committed to becoming the foremost provider of services and solutions that enable seniors to lead more meaningful and independent lives. We also understand the power of connection and the profound impact it has on the lives of individuals who are hard-of-hearing. By utilizing enhanced automatic speech recognition, human captioning, and innovative product development, we deliver easy-to-use, cutting-edge technology to our primarily senior customer base. Our near real-time phone captioning technology allows individuals with hearing loss to see what callers are saying, enabling them to regain their connection to the world.

ClearCaptions is a Federal Communications Commission (FCC)-certified telephone captioning provider, adhering to the highest industry standards of privacy, security, and professionalism. We recognize the importance of maintaining the trust and confidence of our customers, and we continually strive to exceed their expectations.

For more information about our services please visit clearcaptions.com.

The kind of people we look for:

• Versatile people who thrive on variety and challenge
• Excited about working in a fast-paced environment.
• Innate problem solvers who want to grow in a flexible, collaborative culture.
• Takes initiative, pushes boundaries, motivated to innovate.
• Individuals with a growth mindset who want to use their learning and relationship-building skills.
• Align with our company core values: Integrity, Accountability, Collaboration, Service and Quality.

Summary:

The Payroll Administrator is responsible for the accurate and timely administration of multi-state payroll, including payroll processing, timekeeping, payroll deductions, employee record maintenance, payroll tax compliance, and related reporting. This role serves as a resource to employees and managers on payroll-related matters and requires strong attention to detail, confidentiality, analytical skills, and knowledge of applicable federal, state, and local payroll requirements. The Payroll Administrator works effectively in a fast-paced and changing environment while providing responsive and professional customer service.

What This Role Does:

• Serves as a subject matter expert and resource to employees, managers, and team members regarding payroll processing and related matters.
• Processes, audits, analyzes, and reviews biweekly timekeeping, payroll, and benefit deductions to ensure accuracy and compliance.
• Identifies and coordinates the setup and maintenance of new state and local payroll tax jurisdictions in Dayforce.
• Reviews payroll results and performs payroll reconciliations to identify and resolve discrepancies prior to payroll finalization.
• Coordinates payroll funding activities and verifies payroll amounts and related funding requirements.
• Processes regular, manual, and off-cycle payrolls as needed.
• Ensures accurate and timely processing of new hires, terminations, employee status changes, compensation changes, benefit changes, and other payroll-related updates.
• Administers payroll deductions and legally required withholdings, including wage garnishments, child support orders, tax levies, and other applicable deductions.
• Prepares, reviews, and files applicable federal, state, and local payroll tax returns, reports, and year-end filings, including W-2 processing.
• Researches and responds to payroll tax notices and agency inquiries and coordinates appropriate follow-up and resolution.
• Assists with payroll tax amendments, corrections, and other adjustments as needed.
• Compiles payroll and tax reports for internal and external purposes and submits reports for review as required.
• Maintains accurate and confidential employee payroll records in Dayforce and ensures appropriate documentation of payroll changes.
• Conducts payroll audits and reviews to verify the accuracy, completeness, and compliance of payroll transactions and records.
• Provides guidance to management and employees regarding payroll policies, procedures, and applicable payroll requirements; escalates complex compliance matters as appropriate.
• Maintains and updates payroll policies, procedures, process documentation, and related reference materials.
• Supports payroll calendar management and ensures payroll activities are completed accurately and within established deadlines.
• Responds to employee and management inquiries, complaints, and payroll issues in a timely and professional manner.
• Performs other duties as assigned.

What You Will Bring:

• A high school diploma or equivalent is required; a bachelor's degree in accounting, finance, business, human resources, or a related field is preferred. Equivalent combinations of education and relevant experience may be considered.
• Minimum of five (5) years of progressively responsible payroll experience, including multi-state payroll administration.
• Experience researching and resolving payroll and timekeeping discrepancies through analysis of timecard, payroll, and employee data and collaboration with managers and employees.
• Working knowledge of applicable federal, state, and local payroll laws, regulations, and tax requirements, including wage garnishments, child support orders, tax levies, and other legally required deductions.
• Experience with payroll tax reporting, reconciliations, year-end processing, and related compliance activities.
• Experience maintaining accurate employee payroll records and processing employee status, compensation, benefit, and other payroll-related changes.
• Experience with payroll audits, reporting, and reconciliation processes.
• Strong analytical and problem-solving skills, with the ability to investigate discrepancies, identify root causes, determine appropriate solutions, and exercise sound judgment.
• Ability to work independently, prioritize competing deadlines, and manage multiple responsibilities in a fast-paced and changing environment.
• Strong customer service, interpersonal, written, and verbal communication skills, with the ability to explain payroll policies and procedures clearly to employees, managers, and other stakeholders.
• Demonstrated discretion and ability to maintain confidentiality when handling sensitive employee, payroll, and financial information.
• Strong organizational and time-management skills, with a consistent focus on accuracy, follow-through, and meeting payroll deadlines.
• Ability to guide and support others through collaboration, including assisting teammates and contributing to shared processes, to foster a high-quality, team-oriented environment that drives results.
• Proficiency in Microsoft Office Suite, particularly Excel, including PivotTables, and Word, including the creation and use of templates.
• Proficiency with modern communication and collaboration tools for virtual teams, such as Microsoft Teams and Slack.
• Willingness and ability to work flexible hours as needed to support payroll deadlines and business requirements.

Preferred:

• Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP).
• Experience with Dayforce Human Capital Management (HCM) system.

Physical Demands:

In accordance with the Americans with Disabilities Act (ADA) and applicable state and local laws, the Company will provide reasonable accommodations to qualified individuals with documented disabilities to enable them to perform the essential functions of the job, unless such accommodations would impose an undue hardship. Employees seeking accommodation should contact the People Department to initiate the interactive process.

Employees may experience the following physical demands for extended periods of time:

• Sitting, standing, and walking (95-100%)
• Keyboarding (70-90%)
• Viewing computer monitor, tablet, and cell phone requiring close vision (70-90%)

Work Environment:

100% Remote: Work environment is at home.

Compensation:

$32.00 to $40.00/hr determined by competitive market analysis and internal equity considerations. Final compensation will be based on the candidate’s qualifications, experience, and business needs. For details on our comprehensive benefits program, visit www.clearcaptions.com/careers to explore our total rewards package.

Intrigued to learn more?

When you apply for this role, your information will be personally reviewed by our talent acquisition team (not by a robot). You can expect to hear back from us if we think there could be a fit and what next steps look like.

ClearCaptions is an equal opportunity employer committed to inclusion and diversity. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, Veteran status, or other legally protected characteristics.

Disclaimer:

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.

ClearCaptions does not offer sponsorship for work authorization. Candidates must be authorized to work for any employer in the US without a current or future need for Visa sponsorship.

Protecting Your Candidate Experience

At ClearCaptions, your candidate experience matters to us. To ensure transparency and security throughout the hiring process, please keep the following in mind:

• All legitimate ClearCaptions job openings are posted exclusively on this careers page.
• Our recruiters will only contact you from verified @clearcaptions.com email addresses.
• We will never offer a job through LinkedIn messages or any social media platform.
• We will never ask for sensitive personal information (like banking details or Social Security numbers) during early stages of the hiring process.

We encourage all applicants to stay vigilant against online job scams, especially those that misuse company names or logos to appear legitimate. If you receive a message that seems suspicious or doesn’t follow these guidelines, please don’t engage. You’re welcome to verify any opportunity by reaching out to us directly at recruiting@clearcaptions.com.

We’re committed to a hiring process that is respectful, secure, and clear every step of the way.