Substitute Aides and Clerical Staff

Many of the available assignments are for substitute instructional and special education aides. Anyone interested in being a substitute in an aide or clerical capacity must meet the requirements listed below and complete the application process. If you apply and are accepted as a substitute aide or clerical sub you will ONLY be able to accept those assignments. You will not be permitted to accept teaching assignments unless you have completed the additional training/requirements (see #4 under Substitute Teachers).

All interested candidates must complete an application in our Online Job Portal. Required documents may be submitted as an attachment to the application or emailed directly to Nicole Donelan,, for consideration. Each application must be completed thoroughly to be considered. 


  • High School degree/GED required and must be at least 18 years of age
  • Ability to maintain order and discipline in a classroom; ability to respond to emergency situations in a calm manner
  • Must be able to follow oral and written directions and have the ability to establish effective working relationships with staff and students
  • Must be able to operate computer technology as directed by the school and as required to follow lesson plans
  • Must possess good moral character and must pass criminal background checks. Only applicants who meet the conditions of employment set forth in § 22.1-296.1 of the Code of Virginia may be considered.
Substitute aides receive $76 per day and clerical substitutes receive $12.69 per hour.

Application Process

  1. Complete an application in our Online Job Portal. Be sure to complete all questions thoroughly and accurately. This includes all prior work history, three current/prior supervisor references, and employer questions. We will only consider complete application packages.
  2. Provide proof of education. A diploma indicating your highest degree earned must be emailed to Nicole Donelan, We will accept a picture of your diploma or an unofficial transcript that indicates the date your degree was conferred. 
  3. Provide three references using the Frederick County Substitute Reference Form. References must be provided by your most recent supervisors and reflect employment covering the last 5 years. If you have limited or no work experience, we may accept references from professors or volunteer supervisors. Please fill out the top portion of the form and send it to the supervisors you indicated on your application. You may have the supervisor send it back to Nicole Donelan directly, or you can forward the completed forms.
  4. Once your application for the substitute aide/clerical position has been submitted, we will review all applications and contact those candidates who best meet our requirements to schedule an orientation.


Substitute orientations are invitation only and held on an as needed basis. Once you have been scheduled for an orientation you should:
  • Make an appointment with a health department (Frederick/Winchester Health Department, 540-722-3470) for a TB assessment and bring that paperwork with you (if complete) to orientation. Please note that you may use any provider of your choice. If you have had a TB test/assessment performed within the last twelve months, we will accept that. If you are unable to obtain an appointment prior to the orientation session, please schedule one as soon as possible and submit the results in a timely fashion.
  • Complete the Online Child Abuse and Neglect Training. Print certificates of completion.
During orientation, you will receive additional information about our school system, important policies, and substituting with Frederick County Public Schools. You will also complete:
  • Federal and state tax forms
  • A Central Registry Form for each state in which you have resided for the past five years
  • Fingerprinting for background check
Bring to orientation:
  • Voided check for direct deposit
  • $10 check made out to Frederick County Public Schools
  • Certificates of completion from your training
Once your background information is returned and we are in receipt of all your documentation we will review your completed application and make a determination regarding your employment with Frederick County Public Schools. If you are approved, you will be presented to the School Board for final approval. You will then be contacted regarding your approval and will receive instructions on registering in SmartFind Express, our substitute system. 

Submitting the application and forms required to be a substitute aide or clerical help does not guarantee employment. Hiring decisions will be made based on qualifications to include work history, educational background, references, and substitute needs within the school system.

If you are unable to email your documents, please mail, fax or deliver your information with a cover letter to:
Frederick County Public Schools
Attn: Human Resources
1415 Amherst Street
Winchester, VA 22601
Fax: 540-722-3917